2022 Board Meeting Minutes

Library Board Meeting

January 12, 2022

Present: Tom Mitchell, Steve Burns, Tom Estes, Georgia Weathers, Ceil Cunningham, Rich LeClerc, Cecilia

Thompson, Deb Schaffer.

Tom, Georgia and Deb Schaffer are at the library.

Absent: Darden MacWade, Chris Vaphiadis, Denise Haddock, Keeley Prophete

Meeting to order at 7:04

Minutes

 Minutes have been sent to all via email.

Tom Estes moves to accept the minutes, seconded by Steve Burns, all are in favor

Finances

 The year 2021 ended in the black. We did not get a 990 last year and that will eat up any

apparent excess accounting costs.

 Cecilia asks a Quick Books question for an explanation on the expense for Fed Tax credit

withholding and NYS Unemployment which show 0.

Tom moves to accept the financial report with a qualifier that Ceil will check where those expenses have

gone, seconded by Steve, all are in favor.

Motion to pay the bills

 The bills are reviewed and there are no questions.

 The Nation-Wide bill is a quarterly payment. Durel security bought out STAT communications

 A bill of $700 was left out and the MX Fuel bill should be increased by that much, for a total of

$1225. 32

Tom E moves to pay the bills, Georgia seconds, all are in favor

FML

 The income for FML did a little better in 2021 than the previous year. There are checks

to be deposited so we are starting the year on a positive note.

Blue Grass

 The Blue Grass group continue to meet and will be using the Reformed Church.

No Chris so no update from him.

Programs

 Children’s programs are held at the library regularly, fairly good attendance, TOPS group

are meeting in person as well, and the cemetery association meets every once in a while.

Dreamer Schwartz

 Update on Dreamer Schwartz, she was one of the Board at the library and is not doing

well.

Steve moves to send a bouquet of flowers to Dreamer, Rich seconds, all are in favor.

Budget

Steve has compared last year’s P & L to this year, some final numbers were very close to projection.

There will be some adjustments, but this year’s budget will be similar to last year’s. Payroll will show a

significant change, it will be lower. Our heating projected costs may increase, other than that everything

will be like last year.

The extra school budget funds have been helpful. Discussion follows on doing any fund raising this

coming year. The only fund raiser that might need more funds allocated, is the silent auction due to

catering, should things get back to normal. The suggestion is to write in the line items, in the budget, for

the fundraisers and if the money isn’t spent then the money will roll into the general budget.

Board Members

 Keith Honacker was not able to join us tonight but plans to join the Board. Deb Schaffer

is present and introduced to the Board.

Tom E moves to propose Deb Schaffer as a new member, seconded by Steve, all are in favor.

Congratulations to Deb Schaffer.

Rich asks a question on if there has been any push back from the mask mandate. Ceil advises that the

people who attend the library are cooperative. Currently 20% of Jefferson County is infected.

Steve offers a source for N95 masks, R.S. Hughes is the suggestion.

At 8:15 Tom E moves we adjourn the meeting, Steve seconds, all are in favor.

Respectfully submitted by Cecilia Thompson

Macsherry Library

Board of Trustees

February 8, 2022

PRESENT: Tom Mitchell, Steve Burns, Tom Estes, Chris Vaphiadis, Debbie Schaefer, Georgia Weathers, Ceil Cunningham, Director

PRESENT BY PHONE: Rich LeClerc

ABSENT: Cecilia Thompson, Darden Macwade, Keeley Prophete, Denise Haddock

Meeting called to order at 7:06.

REPORTS:

Minutes for January 2022 meeting approved with two minor changes noted. Motion to accept by Chris Vaphiadis, seconded by Tom Estes. M/S/C.

After discussion, Steve Burns, seconded by Chris Vaphiadis, to approve the financial report as presented. M/S/C.

Steve Burns moved, seconded by Tom Estes, to pay the bills presented. M/S/C.

Friends of library: Library has received several large donations in past month ($4300)

Bluegrass : Georgia reported open mic currently at Reformed Church on second Tuesday, setting aside first Monday for Macsherry when resumed.

OLD BUSINESS:

Program Update: Ceil reported no new activities.

990 Update: No action

Solar Panel Update: Chris Vaphiadis reported his findings on the possibility of solar panels in the future. The process seems very doable, and the condition of the roof is very good, and should be able to support panels. Planning for this project must be very thorough. Currently, cost of placing solar panel batteries is approximately $6,000-$8,000.

NEW BUSINESS:

Anti-Harassment Policy: After discussion, Georgia moved, seconded by Debbie Schaefer to accept the anti-harassment policy as presented.

Northern NY Community Foundation Draw: It was decided to leave the $2,983 untouched for now.

Preliminary Budget Review: Steve Burns presented his proposed Macsherry Library budget for 2022 budget. Chris Vaphiadis moved, seconded by Tom Estes, to accept the proposed 2022 budget with minor changes noted. M/S/C.

STAFF CONCERNS: There were none.

BOARD CONCERNS: There were none.

Georgia Weather moved, seconded by Debbie Schaefer, to adjourn the meeting. Meeting adjourned at 8:25 pm.

Respectfully submitted,

Georgia Weathers

Secretary pro tem

Macsherry Library

Board of Trustees

March 9, 2022

PRESENT: Steve Burns, Georgia Weathers, Tom Estes, Chris Vaphiadis, Debbie

Schaefer; Denise Haddock via phone.

Meeting called to order by Steve Burns at 7:02 pm.

MINUTES: Debbie Schaefer moved, seconded by Tom Estes to accept the

minutes as presented. M/S/C.

FINANCIAL REPORT: Ceil Cunningham pointed out donation of $900 in the

memory of Dreamer Schultz. Tom Estes moved, seconded by Chris Vaphiadis, to

accept the Financil Report as presented. M/S/C. Georgia Weathers moved,

seconded by Chris Vaphiadis, to pay the March bills to pay as presented. M/S/C.

FRIENDS OF MACSHERRY: Ceil stated there was no report.

BLUEGRASS GROUP: After discussion, it was decided to table discussion of

wearing masks to the April meeting. In the meanntime, covid statistics in the area

would be followed.'

OLD BUSINESS:

Budget: After discussion, Tom Estes moved, seconded by Debbie Schaefer to

accept the budget as presented by Steve Burns. M/S/C.

Program Update: 'The same plan for bluegrass (following covid stats) was to

apply to Dinner and a Movie program.

990 Update: Ceil reported that the 990 program is here.

Solar Panel Update: Chris Vaphiadis reported that there was nothing to report at

this time.

NEW BUSINESS:

Fundraising: There was considerable discussion about fundraising. Ceil pointed

out that Macsherry Library must do more fundraising than other libraries. There

was discussion about the Silent Auction and other possible ideas, such as a party

to celebrate the end of the pandemic. Georgia said she would contact musicians

about performing at such an event. Trustees were encouraged to come up with

ideas.

Annual Report: The Annual Report was distributed for trustees present to view.

Ceil pointed out that trustees are expected to participate in educational programs.

She will follow up on this and get back to the board.

STAFF CONCERNS: None.

BOARD CONCERNS: None.

ADJOURNMENT: Chris Vaphiadis moved, seconded by Tom Estes, to adjourn.

M/S/C. Meeting adjourned at 7:47.

Respectfully submitted,

Georgia Weathers

Secretary Pro Tem

Macsherry Library

Minutes April 13,2022

Present: Steve Burns, Tom Estes, Georgia Weathers, Debbie Schaefer, Chris Vaphiadis, Cecilia Thompson

and Ceil Cunningham.

Absent: Rich LeClerc, Tom Mitchell, Darden MacWade, Denise Haddock, Keeley Prophete

Meeting called to order at 7:01

Minutes

 The minutes are reviewed by all, having been sent by email.

 Clarification on the Blue Grass group discussion, it was about masks at the Blue Grass evening,

they decided to wait until Covid statistics out and whatever the guidelines are they will be

followed.

Georgia moves to accept the minutes, with the clarification, Tom E seconds, all are in favor.

Financial report

 The bank balance in the operation fund is updated. Town and Village monies are not in, but the

Jefferson County monies are in.

 Payroll wages, the accountant has done something that affects the chart of accounts in Quick

Books, the payroll taxes have moved off the list. Payroll taxes for 2022 are off since the number

entered is not correct.

 Our costs for heat and electric are up.

 Chris’ plan for the library regarding the heating and cooling., need to know what should be done

and what should be kept. Chris offers an overview of what we should be thinking about for the

heating and cooling systems. We should consider changing present fuel oil furnace to propane

furnace. Possibly a heat pump would help. There are three AC systems now. A pair of new

boilers should be considered – two smaller boilers that could be twinned. They would rotate

which would create a redundancy. This would work in the space as we have now. Burying

propane tanks is discussed. Suggestion is to buy our own fuel tank.

 An approximate cost of $30,000 to $40,000 for a new boiler and heating system. We could reuse

all the pumps, a twin boiler will need reconfiguration, plus fuel, plus tank, getting rid of old

boiler.

 Should we transfer to propane we would have less annual maintenance. Propane is a cleaner

fuel and offers a lot of advantages. We should get contractors to submit bids and have a solid

evaluation of those submitting bids. The best time to do the work would be May or September.

 Chris will withdraw (abstain) on this project, to ensure objectivity but will review bids.

Chris moves to accept the financial report, Tom E seconds, all are in favor

Bills to be paid

Tom E moves to pay the bills, Chris seconds, all are in favor

 MX Fuels did not work out well for us this year. MX let the fuel tanks run dry a number of times

this winter. Philly fuels and Adirondack is a recommendation to contact. The fuel tank is full, we

will suspend deliveries on fuel with MX.

FML

 No news at this time.

Blue Grass Group

 Might start in May or in June at the library. The library is more of a draw because the library

patrons do support this event. The Reform Church performances will continue. Georgia will

explore if the group wants to come back to the library. Ceil confirms they can start in May, there

is no problem. Evenings 7:00 to 9:00 is the suggestion, the library is open on Tuesday and

Wednesday. Georgia will see what the musicians have to say.

Programs

 We are ready to open our “dinner and a movie” program at any time. Painting classes may begin

in May. The attendance would be kept low at this time for programs, and all are seated

separately.

 Guitar night is in discussion, not sure if it will be held this year, Steve will have to think about it.

Maybe a better idea is to have it in the fall.

Solar Panels

 No update from Chris. Rich was going to reach out to Fourth Coast.

Reopening

 We are no longer requiring masks, but we are encouraging that masks be worn. Painting classes

should we limit the sizes? They have been elbow to elbow with about 20 people in the classes.

The suggestion is limiting the size of the classes to 15.

 The suggestion is to have a sign saying masks are appreciated.

Library Concerns

 We need a recommendation for a mason for estimates. Suggestions are to get in touch with

Mark Doney and Doug Strough. In front of both gallery doors the front concrete slab drops ¾ to

an inch. Patching doesn’t always work, pouring a new slab is what might be required, but that

can be expensive. Two rugs are suggested as a temporary idea.

 A new computer is needed. We need to replace a 2016 Dell.

 The sign out front is falling apart. An electronic sign is discussed, to replace ours that is falling

down. Tom M was to ask the village office who they contacted for their sign; we have no news.

Staff should not be out there in the bad weather, snow etc, putting out letters, with an

electronic sign posting for events or classes can be done seamlessly and from inside the library.

Staff concerns

 There has been a request for a carpet for story time, so kids don’t sit on our floor. They have

been sitting on quilts all along since the beginning of the program and the suggestion is to

continue the practice.

Board concerns

 Tom Estes advised the Board that this is going to be his last night as treasurer and he will be

leaving the Board as well. Conversation follows on finding a new treasurer as well as the tasks

involved.

 The Board thanks Tom Estes for his many years of service and wishes him well in the years

ahead.

Georgia moves to adjourn, Tom E seconds, all are in favor.

Meeting ends at 7:58 pm

Macsherry Library

Minutes May 11, 2022

Present: Tom Mitchell, Steve Burns, Georgia Weathers, Debbie Schaefer, and Ceil Cunningham.

Present on the phone: Cecilia Thompson, Rich LeClerc, Darden MacWade

Absent: Chris Vaphiadis, Denise Haddock, Keeley Prophete

Meeting begins at 7:02 pm

Minutes

 Minutes from last month’s meeting are reviewed

Darden moves to accept the minutes, Debbie seconds, all are in favor.

Rich abstains since he wasn’t present at the meeting.

Financial report

 There was a problem with Quick Books, it was resolved today.

 Monies from the Town and County are in.

 Last year’s revenue from FML is down.

 Our overall income from last year is down.

 We are paying out large bills earlier this year than last year.

 NCLS payment is up, payroll wages are up, and the IRS payment has increased.

 Our DBS investment account is down. We have lost all the gains from last year.

Motion to accept the Steve moves, Darden seconds, all are in favor.

 Bills to be paid

 WSB withholding

 Verizon, National Grid, MX fuels, Renzi for coffee, Drew excavating for clean up Village for

water, NCLS, books, Demco (summer reading program) and more.

Georgia moves to accept the bills to be paid, Debbie seconds, all are in favor

FML

 Revenue is down.

 A question of who pays their annual donation and when. There is no real change in the numbers

it is just when they are paying that fluctuates. A suggestion to send a reminder letter including a

date of the person’s last donation. Discussion follows on if appropriate to generate a letter to

establish an expected pay date.

Cecilia will work with Linda Toomey and send the Board a draft letter.

Blue Grass

 The group was at the Reformed church yesterday and all went well. Some of the Church

community do support the event, but the library draws a wider audience. Discussion follows on

date and times. Tuesday and Wednesday evenings works for the library. Friday is another

suggestion. Georgia will work on it and let us know.

Programs

 Dinner and Movie, our first one had 14 people in attendance. We showed Belfast. It was a nice

evening

Covid

 Jefferson County Covid positivity rate based on CDC data is very high. CDC strongly

recommended for masking etc. Discussion follows. We have signs that indicate masking is

recommended.

NYS Construction Grant

 We received a notice that the deadline for the grant is 8 th of June. We have a rough quote to

replace the boiler and we will nail that down. Chris feels he might have a conflict of interest

since he is one of the company’s that would submit a quote. The situation is resolved with the

suggestion that Chris would not vote on any of any decision-making process and would not

evaluate any submissions either.

 Rich will evaluate the soft submissions.

 A two-boiler system was what was discussed last month. Discussion follows. We could also have

a single boiler with a backup boiler later. Rich will review all

 Moving to propane is a good idea with a high efficiency boiler.

Vacation Pay Policy

 The policy for vacation pay is discussed. The suggestion is to consider vacation pay allotted on

half a day or full day basis. If you missed two hours, you would not get vacation pay for two

hours. The suggestion is to continue with hour-by-hour tracking. The group agrees to a policy by

the hour and to let the staff know. Leave the policy the way it is.

Replacing the Sign

 Tom hasn’t spoken to anyone at the town yet to find out what and where the town got their

sign and how much. Tom will pursue it. We will ensure that we follow the Village ordinance. We

are looking to change from the existing sign to a digital one. ere can request bids. John Baker is

someone who can install it for us. Tom will pursue

Fund Raiser

 Suggestion of approaching ACE to purchase a Traeger electric wi-fi enabled smoker grill or

maybe a Weber grill at or below cost. This could be used for a fund raiser raffle. Tickets could be

sold. Steve will check at WEBS and at Garlock’s. The suggestion is to have a poster “Win this

Grill”

 Another suggestion of having a beer tasting night. We have a few Breweries in the area. We

could come invite them to set up in the gallery. The event could happen in the fall.

Face Book Page

 Question follows on our Face Book Page. Debbie offers to work on our FB page.

 We do have one, but we lost the ability to access it. Debbie will work on this with the staff.

Meeting is adjourned at 8:05 pm