Hazeltine Public Library

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Board of Trustees-Meeting Minutes

Hazeltine Public Library Board Minutes 7-10-2013
Meeting was called to order at 7 pm. on July 10, 2013
Present were: Pat Fincher, Tracy Hewitt, Sandy Kearney, Janet Henderson, and Jennifer Phillips
Finance Report: The finance report ending June 30, 2013 was handed out by Tracy.  There were no unusual expenses.  A motion was made by Janet, seconded by Pat to accept the report.  All agreed.  Bills needing to be paid were presented.  Janet made a motion to pay, Sandy seconded.  All agreed. 
Minutes: The minutes from the May and June meeting were discussed.  Sandy made a motion to accept the minutes as written, Jennifer seconded.  The motion was approved.
Elect Secretary:
Sandy made a motion to elect Jennifer as secretary and Janet seconded the motion. Jennifer accepted. All Agreed.
 A letter was sent to Ms. Fincher from Mary Beth Farr of the NYS Library System stating that Hazeltine Library is indeed a public library.
 Directors report: 
Hazeltine Library received a $6,800.00 grant from NY State.  These funds are unrestricted.
Tracy is working on setting up computer classes taught by someone at JCC.  There was a $1000 grant received for this effort.
Summer reading program is going well.
There will be an open house July 11 from 12pm-1pm to highlight books purchased with Libri grant money.
Art mobile coming July 25th, 1:30pm and August 1st, 1:30pm.  Need children to sign up.
Puppet program at the Busti gazebo August 3rd, 10am sponsored through the summer reading program.
Elevator needs fixed.  Two switches are not working.  Tracy will contact company rep.
The library is helping with the CRCF piggy bank project.  Children who agree to participate are given a piggy bank to take home and put in some money.  The banks will be returned later this summer, and a small party will be held at the library to celebrate the donation to CRCF.
Tracy submitted a Letter of Intent to the Lenna Foundation for a grant of $3,000.
Tracy handed out the library statistics report, cumulative through June 2013.
 Old Business:
Discussed policy updates. (Hrs. and days of operation, circulation policy, material selection, confidentiality, patron responsibilities and conduct, library procedures). The policies were accepted as written with one small change in the library food and drink policy.  There is a need for a materials challenge form and a complaint form.
Food at bake sale. Janet found out that we need no permit to sell hot dogs. There was a unanimous decision not to sell hot dogs but instead to provide coffee along with bake sale.  Janet agreed to set up and sell the coffee.
By- Laws. Covered by-laws. A change under Membership needs made. "The term of office shall be 5 yrs. Trustees may serve 2 consecutive terms." A change under Attendance needs made. "Each board member can miss no more than 1 meeting unless special circumstances."  Janet moved to accept the by-laws, Sandy seconded the motion. All agreed
Everyone is to go over the Strategic Plan and make any necessary changes.  Tracy will email a copy to everyone.
 New Business:
Book sale plans. Book sale July 27th, 9-3. Seeking to borrow tables for the book sale from Busti Federated Church. Book sale inside, bake sale and coffee outside.
AM power and gas. Hold a couple of months. Possibility of having someone come and explain the benefits of Ambit. 
Budget plan for gas. For now we are leaving it the way that it is.
Possible program in the future for the public to find out about NYSERDA energy audits for their homes.
Budget 2014. Pat presented the budget for 2014.  Pat and Tracy looked at income and expenses to date for 2013 to come up with a realistic budget for 2014.  Janet motioned to agree on submitting to the Busti Town Board a more detailed version of the yearly budget. Jennifer seconded the motion. All Agreed.
Library day at Chautauqua Institution. Free parking and admission to Library personal, July 18th.
 Sandy motioned to adjourn the meeting and Pat seconded the motion. All Agreed. 
 Next Meeting will be Sept. 11, 2013.
Respectfully submitted
Jennifer Phillips



891 Busti-Sugar Grove Road, Jamestown, NY 14701 * 716-487-1281 * hazeltinelibrary@stny.rr.com