Board of Trustees & Board Minutes

Trustees
President: Jim Valentine
Vice President: Pam Oxenford
Treasurer: Judi Bates
Secretary: Joy Seymour
Trustee: Mary Hyde
Trustee: Melissa Koffs
Trustee: John Rusho
Trustee: Doug Warneck

Board Meeting Minutes

Lyme Free Board Minutes December 10, 2018, Adopted January 28 2019.

Trustees Present:  Jim Valentine, Pam Oxenford, Judi Bates, Mary Hyde, Melissa Koffs, Doug Warneck, Joy Seymour, John and Judi Rusho and Patti Hughes, Librarian. 

Treasurer’s Report: Mrs. Sharlow shared the monthly Profit/Loss Budget performance report for November. Judi stated she needed to transfer money from the savings to 3 different catagories. Usually $500 goes to each catagory. Doug motioned to increase the child program amount to $750, and Melissa seconded it, motion carried. Melissa motioned to accept the treasurer’s report and Doug seconded it, motion carried. A signature stamp is needed. Doug motioned to accept the treasurer’s report, Judi seconded it. 

Secretary’s Report: The minutes from the November meeting were accepted. Joy was not present for this part of the meeting. 

President’s Report:  

Librarian’s report: Cathy Gallagher is interested in having a Valentine’s event as the Holiday Victorian dinner was a big success and raised $441 for the library. Our library does not need a checkout kiosk. A discussion was held about participating in the “Christmas in Chaumont” to be help next November.

Committee Reports:  

Old Business: 

New Business: 

 An executive session was called to discuss personnel matters.

Next meeting is January 28, 2019.

Submitted by: Joy Seymour

Lyme Free Library Board Minutes January 28, 2019, Adopted  March 14, 2019

Board Meeting: January 28, 2019

Trustees Present:  Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, John Rusho, Judy Rusho, and Patti Hughes, Librarian. Not present: Jim Valentine, Mary Hyde, Melissa Koffs

Treasurer’s Report:  Mrs. Sharlow went over the financial Statements Budget performance report. She stated that direct deposit is too expensive for a small number of employees to use as there are fees involved. Judi updated the mail campaign contributions total. Doug motioned to accept the treasurer’s report and Judi seconded it, motion carried. 

Secretary’s Report: The minutes from the December meeting were accepted after noting that times need to be stated on executive sessions. Judi motioned to accept, and Doug seconded.

President’s Report:  The annual budget was briefly discussed and then accepted. Judi motioned to accept the budget, Doug seconded, motion carried.

Librarian’s report: The amendment to the charter of the library was approved, so that the range of trustees is changed to be between 7-13, and the terms of trustees are changed to be 4 years long. Judi motioned to accept the amendment, and Joy seconded it, motion accepted. There will be a meeting to discuss the next steps in the sales of O’Reilly prints. The Valentine Dinner ticket sales still need to be promoted. 

Committee Reports:  The new ramp for the library will cost about $15,000, and the library has to show that they have half of that amount available to get funding, so a discussion was held on moving money to the building fund. It was decided to continue that discussion with Tammy Sharlow at the next meeting.

Old Business: 

New Business: The officers will be the same as last year.

At 6:50 meeting was adjourned. 

Next meeting is March 14, 2019.

Lyme Free Library Board Minutes March 4, 2019, Adopted April 8, 2019.

Trustees Present:  Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, John Rusho, Judy Rusho, and Patti Hughes, Librarian. Not present: Jim Valentine, Mary Hyde

Treasurer’s Report:  Mrs. Sharlow went over the financial Statements Budget performance report. Judi stated that donations continue to come in, and updated the mail campaign contributions total. Doug motioned to accept the treasurer’s report and Melissa seconded it, motion carried. 

Secretary’s Report: The minutes from the February meeting were accepted. Doug motioned to accept the secretary’s report and Melissa seconded it, motion carried. 

President’s Report: Workmen’s Comp/NCLS issues were discussed. A workmen’s comp lawyer may be needed. Melissa stated she had some contacts to ask, and a firm was suggested for a pro bono discussion contact. Joy motioned to accept the report, Pam seconded, motion carried.

Librarian’s report: The amendment to the charter of the library was received, signed and sent back. A book sale chairperson is still needed to organize the event. The sales of 1300 O’Reilly prints is still an ongoing process. The Valentine Dinner was another great success and the donation of approximately $400 went to Children’s Programs. Another Tea will be held on May 19th and catered by Cathy Gallagher. Purchases of a cart with a handle that goes down, and a heavy duty garbage can are needed.

Committee Reports:  

Old Business: 

New Business: A gift will be sent to the President. Postings in the building need to be reviewed, as well as trainings needed, etc… to make sure the library is in compliance with all regulations, and a person will be scheduled to do this. Judi motioned to accept, and Melissa seconded, motion carried.

At 6:58 meeting was adjourned. 

Next Meeting is April 8, 2019.

Submitted by: Joy Seymour

Lyme Free Library Board Minutes April 8, 2019. Adopted May 13 2019. Trustees Present:  Jim Valentine, Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, John Rusho, Judy Rusho, and Patti Hughes, Librarian. Not present:  Mary HydeTreasurer’s Report:  Mrs. Sharlow was not present to go over the financial Statements Budget performance report this month. Judi stated that no more donations from the mail campaign have come in the last month, so it should be considered complete at this time. It is time to start working on the next mailing, and Mary offered to help. A discussion was held on possibly setting up a Paypal option for people to use to donate, also. The total for this year was lower than last year. Joy motioned to accept the treasurer’s report and Melissa seconded it, motion carried. Secretary’s Report: The minutes from the March meeting were accepted. Judi motioned to accept the secretary’s report and Pam seconded it, motion carried. President’s Report: Workmen’s Comp/NCLS issues were discussed again. A lawyer is being consulted. It was stated that a simple phone call could resolve the issue and then the fines would be rescinded. Jim thanked the trustees for their gifts and thoughts. Joy motioned to accept the report, Pam seconded, motion carried.Librarian’s report: The library vote petition has been delivered to Lyme Central. The vote is on May 21st from 7am to 9pm. The sales of 1300 O’Reilly prints continues, and prints are now being sold at the Crystal Restaurant, and the Coal Docks Restaurant. The next Tea will be held on May 19th, catered by Cathy Gallagher and there is just one ticket left. A motion was made by Judi to authorize Doug to spend up to $125 for a heavy duty garbage can with wheels with an attached lid. The motion was seconded by Judy Rusho, all were in favor, motion carried. A discussion was held about the need for a breastfeeding area to comply with laws. The children’s room is the only area really able to be used. It needs to have curtains, locks and a privacy sign. Melissa will write up the policy. A $250 dollar grant was received from Stewarts for the Summer Reading Program. Judi started working on raffle baskets, and a chairperson is still needed for the book/art sale. Signs to advertise the art sale will be ordered to increase its visibility. The furnace filters will be pulled and left to be looked at to see if they still need to be changed monthly now that the heating season is about over. Judi motioned that up to $200 dollars be authorized to spend on a rolling book cart to keep an ongoing book sale on as books are weeded out of the collection-Melissa seconded the motion and it was carried. Rug cleaning will be changed to happen in May instead of September due to a lot of mud tracked in over winter. The annual reports were submitted to the state. Committee Reports:  Old Business: Funds were received from Patti Ritchie, and will be transferred to the building fund. A google calendar is being experimented with to help plan events out farther. The organization of a volunteer group will start up again soon. Doug made a motion to authorize continued payments of the Workman’s Comp. fines of $94.86 per month until the issue is resolved and hopefully the library will be reimbursed for the payments already made. Judi seconded the motion and it was carried. New Business: A financial workshop was attended by Doug, and in general the library is doing well in most areas. Some points to be checked on were: the Open Meeting Law, Conflict of Interest Policy/Code of Ethics/Disclosure Forms, Director’s Insurance, and approval of expenditures. Signs will be put up to state the Occupancy capacity of the building of 43 people downstairs and 15 upstairs. Judi motioned to accept, and Melissa seconded, motion carried.At 7:27 meeting was adjourned. Next Meeting is May 13, 2019.Submitted by: Joy Seymour

Lyme Free Library Board Minutes May 13, 2019 – Adopted June 10, 2019.

Board Meeting: May 13, 2019 Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Mary Hyde, Joy Seymour, Doug Warneck, John Rusho, Judy Rusho, and Patti Hughes, Librarian. Not present: Melissa Koffs Treasurer’s Report: Mrs. Sharlow was went over the financial Statements Budget performance report this month, and distributed copies of the 2018 tax forms for records. Judi stated that no more donations from the mail campaign have come in, and so a discussion was held about organizing the next one. Mary had researched information on setting up an online method of paying which was discussed in more detail in “Old Business”. Also, a motion was put forth by Judi to start a “Petty Cash Fund” with $100 in it that will be reconciled and refilled monthly according to approved receipts. Pam seconded the motion, and it was carried. Doug motioned to accept the treasurer’s report and Judi seconded it, motion carried. Secretary’s Report: The minutes from the April meeting were accepted. Format issues were briefly discussed, and Joy is going to start a gmail account to see if it works better. Mary motioned to accept the secretary’s report and Judi seconded it, motion carried. President’s Report: Jim stated that an executive session would be held at the end of this meeting to discuss personnel matters Librarian’s report: The library vote is on May 21st from 7am to 9pm at Lyme Central School. The Mother’s Day Tea will be held on May 19th, catered by Cathy Gallagher and dates were set up for decorating, and set up. Judi did a great job on raffle baskets, and they are all ready to go. She also volunteered to be the chairperson for the book/art sale. Signs to advertise the art sale will be ordered to increase its visibility. Rug cleaning is complete, and it was approved to pay William Long for moving furniture, etc. The library will be represented at Literacy Night at Lyme Central School. And, the library is having a table at the Music Festival July 20th to sell raffle tickets and prints. The rocking chairs on the porch need some sprucing up, and John will take a look. An estimate for window cleaning is needed, also. Judi motioned to have NCU do a budgeting workshop at the library, Pam seconded it, and it was carried. Committee Reports: Old Business: Doug will be mailing letters out to Patti Ritchie and Mark Walczyk. He will also look into finding someone to repaint the ramp until it is replaced. Lowe’s will be contacted also to see what the timeline for them redoing the deck of the front porch. the Workman’s Comp. fines of $94.86 per month until the issue is resolved. A discussion was held about starting a sustaining fund with the NNYCF for paypal donations to the library. Other libraries that use it will be contacted for their opinion on it. Judi seconded the motion and it was carried. The labels for the next mailing campaign are ordered, and having the return envelopes stamped and return addresses put on by a company will be researched. New Business: At 7:33pm an executive session was called by Jim Valentine to discuss the employment history of a particular person. Executive Session: This session was an informational meeting to update trustees on the other executive session that was also called by Jim on May 6, 2019 at 6:30pm, and was adjourned and at 7:59. The May 6th meeting was also to keep the trustees informed of new developments in the employment history of a particular person. No resolutions or motions were made. The meeting was adjourned at: 7:34pm. Next Meeting is June 10, 2019.

Lyme Free Library Board Minutes June 10, 2019 – Adopted July 8, 2019.

Board Meeting: June 10, 2019 Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Mary Hyde, Melissa Koffs, Joy Seymour, and Doug Warneck. Not present: Patti Hughes, Librarian, John Rusho, and Judy Rusho Treasurer’s Report: Mrs. Sharlow went over the financial Statements Budget performance report for this month. A motion was made by Doug to donate $100 to the Three Mile Bay Fire Dept in honor of Cathy Gallagher’s husband, it was seconded by Melissa and carried. A “Petty Cash Fund” has been started. Fifty dollars was also approved to start the NNCF sustaining fund. Pam seconded the motion, and it was carried. Doug motioned to accept the treasurer’s report and Judi seconded it, motion carried. Secretary’s Report: The minutes from the May meeting were accepted. The gmail account works better and sending them as an attachment is best. Judi motioned to accept the secretary’s report and Doug seconded it, motion carried. President’s Report: Jim went over the Conflict of Interest policy, and had the trustees present sign a letter of policy affirmation and disclosure. Librarian’s report: Doris Grunert met with the trustees at the beginning of the meeting to get the pie baking ingredients organized for the book/bake sale in August. One graduating senior from Lyme Central has been chosen to receive $50 from the library. The motion was made by Melissa, seconded by Joy and it was carried. The Board meetings are advertised on City Sparks, so it meets the open meeting requirements. The summer reading program begins July 9th. Committee Reports: The Building and Grounds committee mentioned that the garden club will remove and replace a dying bush. Old Business: Window cleaning will happen on June 20th, and volunteers were needed to move items around the windows. Lowe’s has not gotten back to us about the timeline for them redoing the deck of the front porch. The Workman’s Comp. fines of $94.86 per month will continue to be paid until the issue is resolved. Doug provided information on Director’s Insurance policies and a brief discussion was held. It was decided to get more quotes. A motion was made that if another quote was less than $675 then the library would get it. It was seconded by Melissa and carried. Stewart signs can make signs for the art auction. For 24 signs it will cost $8 a piece with the sturdy metal stands. Judi seconded the motion and it was carried. The labels for the next mailing campaign have been picked up. New Business: Insect control sprayed on June 5th. The Town of Lyme said they will help with hauling away the old wood when porch deck is replaced. Doug received a response from Mark Walczyk saying he will keep the library in mind for Bullet aid for our ramp. Doug went over the library’s property insurance policy and found some areas where money may be saved. For example, the policy states that the library has a finished basement which it doesn’t-this reduces the square footage and thus the amount insured. The town was notified and the correction is being made. The meeting was adjourned at: 7:24pm. Next Meeting is July 8, 2019. Submitted by: Joy Seymour.

Lyme Free Library Board Minutes July 8, 2019 – Adopted August 12, 2019.

Board Meeting: July 8, 2019 Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Mary Hyde, Melissa Koffs, Joy Seymour, and Doug Warneck, Patti Hughes, Librarian, John Rusho, and Judy Rusho. All present. Treasurer’s Report: Mrs. Sharlow went over the financial Statements Budget performance report for this month. The insurance bill is going to go down now that the square footage has been amended. Melissa motioned to accept the treasurer’s report and Pam seconded it, motion carried. Secretary’s Report: The minutes from the July meeting were accepted. Mary motioned to accept them and Melissa seconded, motion carried. President’s Report: The Conflict of Interest policy letters of policy affirmation and disclosure have all been signed. Judi and Mary have the sustaining with the NNYCF up and running. Librarian’s report: The summer reading program begins on July 9th, and some generous donations to that program have been received. A motion was made by Melissa to give the volunteer who helped out for 9 hours during the librarian’s family leave a Visa dollar gift card to show the library’s appreciation. It was seconded by Pam, motion carried. Trustees were asked to check their email for NCLS workshops. The Sexual harassment workshop is being offerred, and looked into to see if it counts for the new regulations coming up. Committee Reports: The Building and Grounds committee mentioned that the parts for the porch deck have arrived, but still no date on when it will be completed. Old Business: The Workman’s Comp. fines of $94.86 per month will continue to be paid until the issue is resolved, but paying it off was discussed. The new signs to further advertise the silent art and auction sale will be ready soon, and the trustees need to start getting all the book sale and silent auction signs out in the next two weeks. The raffle baskets will be taken to the Chaumont Kick Ash Blues Festival to promote. The Bullet aid is to be put towards the new handicap ramp. New Business: The trustees formed three committees to help complete more long term projects. A sign up for people interested in being on a library volunteer group will be started at the book sale. Painting of the Circulation area is being looked into and person will be contacted for a quote. The meeting was adjourned at: 7:21pm. Next Meeting is August 12, 2019. Submitted by: Joy Seymour

Lyme Free Library Board Minutes August 12, 2019 – Adopted September 9, 2019.

Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Mary Hyde, Melissa Koffs, Joy Seymour, Doug Warneck, John Rusho, and Judy Rusho and Patti Hughes, Librarian. All present.
Treasurer’s Report: Mrs. Sharlow was not present to go over the financial Statements Budget performance report for this month, but it was available for all to study. Judi went over the results of the book Sale and art auction and it is on par with other years. Joy motioned to accept the treasurer’s report and Pam seconded it, motion carried. Secretary’s Report: The minutes from the July meeting were accepted. Judi motioned to accept them and Melissa seconded, motion carried. President’s Report: Jim gave out a big thank you to all trustees, and staff for all the hard work to pull off the successful book sale fundraiser. Librarian’s report: Trustees were encouraged to attend upcoming NCLS workshops. The library garden memorial plaque will be replaced, and the garden club will be notified of new ideas to make the garden bigger and better. A brief discussion was held about needing more volunteers to help with book sale set up and take down, and a hand cart would be very helpful. The next mail fundraising campaign will be going out in 1-2 weeks. Committee Reports: The Building and Grounds committee passed out an updated spreadsheet showing Maintenance Repair projects/tasks. Carpet cleaning needed to be added, but overall the spreadsheet is a very useful and informative tool. Old Business: Some trustees attended NCLS’s sexual harassment workshop, and online ones were discussed for the rest. The rocking chairs on the porch have been repainted and look great, but one needs a new plaque. A Director’s insurance policy is now in place. New Business: The mailing fundraiser was discussed, and ways to cut costs were brought up. A motion was made by Jim to have an executive session at 7:04 to give an update on a particular personnel issue. A motion was made by Melissa to conclude the session at 7:08, and seconded by Judi. The meeting was adjourned at: 7:09pm. Next Meeting is September 9, 2019. Submitted by: Joy Seymour.

Lyme Free Library Board Minutes November 11, 2019 – Adopted December 9, 2019.

Board Meeting: November 11, 2019 Executive Session: An executive session was called at 6pm to update the trustees on a personnel matter with attorney Mike Gebo. The meeting was concluded at 6:25pm. Trustees Present: Jim Valentine, Pam Oxenford, Melissa Koffs, Joy Seymour, Doug Warneck, and John Rusho. Patti Hughes, the librarian, joined at 7pm. Not present: Mary Hyde, Judi Bates Treasurer’s Report: Mrs. Sharlow was not present at this meeting, but the president, Jim, went through the report with the trustees. Judi, the treasurer, was also not present. It was shared that the NNYCF has confirmed they will match the first $5000 donated using their site. The treasurer’s report was tabled due to the absence of the accountant and the treasurer. Secretary’s Report: There weren’t any minutes for September or October yet as the secretary was not present at those meetings. Notes were taken by a substitute, so the secretary’s report was tabled, also. President’s Report: Jim went over the Victorian Dinner status, and the need for someone to shovel snow this winter. Librarian’s report: The Victorian Dinner is sold out, and arrangements were made for decorating the library, tables and chairs and helping with the set up. Also, a motion was made and carried to get Cathy Gallagher a gift card for putting on the dinner. Posters will be put up to advertise the snow shoveling position. Committee Reports: The Building and Grounds committee mentioned that a new thermostat needed to be bought, and a breaker also needed to be replaced. Also, a battery powered light is needed for power outages. Old Business: New Business: The 2020 budget was distributed and discussed. It will be voted on during the next board meeting. A new slate of officers was discussed. Doug motioned to keep the same officers, and John seconded it. All were in favor, the motion was carried. Bring refreshments to the next board meeting for a small Christmas party after the meeting. Executive Session: Another executive session was held on November 25th at 6:30pm to discuss personnel matters with attorney, Mike Gebo. Members present at this meeting were: Jim Valentine, Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, and John Rusho. Not present: Melissa Koffs, and Mary Hyde. A motion was made by Judi to amend the 2020 budget to increase the pay raise for employees. It was seconded by Pam, so carried. The motion to adjourn the meeting at 7:30pm by Judi and seconded by John. The Nov. 11th meeting was adjourned at: 7:20pm. Next Meeting is December 9, 2019. Submitted by: Joy Seymour

Lyme Free Library Board Minutes December 9, 2019 – Adopted January 13, 2020.

Board Meeting: December 9, 2019 Trustees Present: Jim Valentine, Judi Bates, Melissa Koffs, Joy Seymour, Doug Warneck, John Rusho, and Patti Hughes, the librarian. Not present: Mary Hyde, Pam Oxenford Treasurer’s Report: Mrs. Sharlow was present at this meeting and the trustees went over the monthly report. Judi, the treasurer, was also present and mentioned how working with the NNYCF is going really well. Hopefully, more and more people will use the paypal option to contribute to the mail campaign fundraiser as the years go on. More emphasis or explanation of the option will be made in the next fundraising letter. Secretary’s Report: The secretary’s report was accepted. Melissa motioned to accept it, and John seconded. Motion carried. President’s Report: Librarian’s report: The Victorian Dinner was a success and enjoyed by all. A discussion about a Valentine’s Day event was held and it was agreed to move forward. A snow shoveller has been found and is working out well so far. A committee still needs to be formed about the “Art After Dark” program. Sixteen chairs and a deck box will be priced for future purchase. Thanks to Mary for covering last year’s mailing expenses, and sponsors will be looked into for this year’s mailing. Committee Reports: The Building and Grounds committee mentioned that Trex material is not certified for handicapped ramps and presented a material that is usable for ramps. A color was decided on. Also, information was presented that the driveway might be covered under a NYS construction grant. The library would need to have 10% of the cost. Old Business: New Business: The 2020 budget was passed. Doug moved to accept it, and Melissa seconded, so carried. The resolution to pursue finds via the school district and the library vote was agreed upon. A petition with 25 signatures is needed by the end of February. The meeting was adjourned at: 6:42pm. (Judi motioned, Melissa seconded, motion carried) Next Meeting is January 13, 2020. Submitted by: Joy Seymour

Lyme Free Library Board Minutes January 13, 2020 – Adopted March 9, 2020

Board Meeting: January 13, 2020. Trustees Present: Pam Oxenford, Judi Bates, Melissa Koffs, Joy Seymour, Doug Warneck, John Rusho, and Patti Hughes, the librarian. Not present: Mary Hyde, Jim Valentine Treasurer’s Report: Mrs. Sharlow was present and went over the monthly report and said funds are comparable to last year. Judi, the treasurer, mentioned that the mail campaign is a little lower than last year at this time. A reminder will go into the Lyme Light to remind people about it.. Much thanks to Mary Hyde for continuing to pay for the expenses associated with the mailing. Doug motioned to adopt the 2020 budget, and Judi seconded it, motion carried. Judi motioned to pursue funds via the school district, Melissa seconded it, motion carried. Whereas, the adoption of this 2020 budget for the Lyme Free Library requires a tax levy increase that exceeds the tax cap imposed by state law as outlined in General Municipal Law Section 3-c adopted in 2011; and Whereas, General Municipal Law Section 3-c expressly permits the library board to override the tax levy limit by resolution approved by a vote of sixty percent of qualified board members; now therefore be it Resolved, that the Board of Trustees of the Lyme Free Library voted and approved to exceed the tax levy limit for 2020 by at least the sixty percent of the board of trustees as required by state law on January 13, 2020. An increase of 7.8% was calculated for this year, so Melissa motioned to exceed the tax cap, John seconded, and the motion was carried by 100%. Secretary’s Report: The secretary’s report was accepted. Pam motioned to accept it, and Judi seconded. Motion carried. President’s Report: Librarian’s report: There will be a Valentine’s Day dinner-watch for emails about decorating, etc. Dinner set up will be at 2:30. The dinner itself starts at 5:30. The snow shoveller is still working out well. A committee still needs to be formed about the “Art After Dark” program. The annual report needs approval before being sent. Committee Reports: Old Business: Information on chairs was presented. It was agreed to purchase 16 padded vinyl chairs. A discussion was held about the fact that the raffle baskets are not bringing in as much as they used to. Other options were discussed. New Business:. The petition with 25 signatures for the school budget vote is completed. The meeting was adjourned at: 7:10pm. (Melissa motioned to adjourn, Pam seconded, motion carried) Next Meeting is March 9, 2020. Submitted by: Joy Seymour

Lyme Free Library Board Minutes March 9, 2020 – Adopted

Board Meeting: March 9, 2020 Trustees Present: Pam Oxenford, Judi Bates, Melissa Koffs, Joy Seymour, Doug Warneck, John Rusho, and Patti Hughes, the librarian. Not present: Mary Hyde, Jim Valentine Treasurer’s Report: Mrs. Sharlow was not present, so Judi went over the monthly report. The treasurer mentioned that the mail campaign took in some more money this past month but continues to be a little lower than last year at this time. The library finally received the $6000 from the Bullet grant in January from NCLS. Doug motioned to accept the treasurer’s report, Melissa seconded it, motion carried. Secretary’s Report: The secretary’s report was tabled as the secretary typed them up, but forgot to send them, so 2 months worth will be reviewed at April’s meeting. President’s Report: Pam shared an invitation to attend the Town Planning Board Meeting. Librarian’s report: The petition to the school was sent on February 23rd. The annual report has been submitted. The Stewart’s grant has been submitted. A brief discussion was held on inviting a representative from the United Way to the next meeting to see what might be available. Extra cleaning hours were discussed due to the coronavirus, and signs will be put up by the computers to have clients wipe the mouse and keyboards before and after using. A sign up list will be sent out to help with “Art after Dark” which will be from 6-8pm on 4 Fridays in the summer. The STAT alarm company needs 2 people to be available to let them in when the alarm goes off-2 people were chosen. Readers are needed for Art Tent Tuesdays. Advertising for artists/crafters, and for auction items for the book sale will start soon-someone needs to organize it. A story time dog was discussed and due to allergies and liability concerns it was not possible at this time. A motion was made to make a $50 donation to the Chaumont fire hall for the use of the firehall for the library’s very well attended Snowy Owl presentation. Committee Reports: Doug reported about the cost of paving the driveway and the replacing of the ramp, and the library will go forward with applying for a construction grant. Judi motioned move ahead with the grant and John seconded it, motion carried. Also, the LED lights have been replaced. Old Business: The 16 new padded vinyl chairs have arrived. New Business:. It was established that this year’s mail campaign will be sent out in September. Volunteers are needed to help with this. The meeting was adjourned at: 6:59pm. (Melissa motioned to adjourn, Pam seconded, motion carried) Next Meeting is April 6, 2020. This meeting is cancelled until further notice due to the official closure of the library on March 15th at a special meeting of the board to be adopted on March 24th. Submitted by: Joy Seymour

Lyme Free Library

Special Meeting: Closure of Lyme Free Library due to Coronavirus (COVID-19)

March 16, 2020 at 11:00 am

Motion to close the library on Monday, March 16^th at 11 am until further notice due to the spread of Coronavirus.
After carefully considering a multitude of factors and the rapidly changing situation in New York concerning novel coronavirus (COVID-19),Lyme Free Library is closing until further notice.

During the closure library patrons will be able to:

• Access WiFi on our porch or in our parking lot 24 hours a day. No password is needed. Simply click on: chapublic, and Continue to the Internet.

• Download free eBooks, audiobooks and magazines through the library system. Simply click on the OverDrive button on our website: lymefreelibrary.org. You can also download the Libby and OverDrive apps to your devices; both of them are free.
• Access educational and informative databases on our website.
• If you do not have a library card, you can sign up for one online by choosing “My Account” at www.ncls.org(link is external). (North Country Library System).
• Return materials in our book drop located by the side door in our parking lot. Staff will disinfect materials as they are checked in.
• Get questions answered by staff via phone (315-649-5454) or email (chalib@ncls.org(link sends e-mail) ).
• Staff will continue working their scheduled hours during the closure.

Motion made by: Douglas Warneck
Seconded by: Melissa Koffs
Passed Unanimously

Lyme Free Library Emergency Closure Resolution:

WHEREAS on March 7, 2020, the Governor of the State of New York issued Executive Order 202 declaring a state disaster emergency; and

WHEREAS, as a result of the world-wide pandemic underlying the state disaster emergency, the library may need to close, reduce hours, or reduce staff reporting for duty; and

WHEREAS, the board has duly reviewed the public safety and budget considerations of reducing operations and continuing regular pay during the state of emergency; and

WHEREAS, the board recognizes that to best serve its area of service and protect the health of the community and its employees, employees may need to be directed to report to work at the library, to work remotely, or to be on-call but not report to work during routine hours; and

WHEREAS, the library is a community resource for critical information at this time, and must remain ready to respond to community needs as is within its capacity and budget;

BE IT RESOLVED that the board adopts the attached policy on “Paid Leave During Emergency Closure;” and

BE IT FURTHER RESOLVED that the board shall continue to compensate full and part-time staff as allowed by law and provided by the policy for Paid Leave During Emergency Closure between March 7, 2020 and the date when the library is allowed to resume operation and

BE IT FURTHER RESOLVED that the library director and the President the board shall maintain ongoing communication and monitor the best approach to address safety and operational concerns, and shall inform the full board of same; and

BE IT FURTHER RESOLVED that the board shall reconvene on a future date yet to be determined to reconsider the continuation of compensation in light of what may be needed for the community and the library to recover from the state of emergency and return to normal operations.

Lyme Free Library Policy – Paid Leave During Emergency Closure:

When the library temporarily closes due to a declared state of emergency, and all or some employees are instructed not to come in to work, upon a vote of the board, compensation shall continue as follows: Full-time and part-time staff shall be paid at their regular rate of pay.

To be eligible for compensation during a time of emergency closure or reduced hours, employees must be ready, willing and able to work remotely on projects identified by library leadership during their regularly scheduled working hours, and must complete such duties as assigned.  When performing tasks remotely, employees should note the time worked through the usual process for logging hours.

Adopted: March 24, 2020

Motion made by: Douglas Warneck

Seconded by: Pam Oxenford

Passed Unanimously

Lyme Free Library Board Minutes June 3, 2020 – Adopted July 6, 2020

Vote to Approve Reopening the Library on June 15 2020 for Front Porch Pickup

Special Board Meeting: June 3, 2020 Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Melissa Koffs, Joy Seymour, Doug Warneck, John Rusho, and Patti Hughes, the librarian. Not present: Mary Hyde Treasurer’s Report: Mrs. Sharlow was not present, and this meeting was to discuss reopening and new policies. Secretary’s Report: N/A President’s Report: Read over new policies to be adopted tonight. Librarian’s report: Patti presented the policies to be adopted and brief discussions were held. ● Mission and Vision Statement revision adoption-Doug motioned to accept, Pam seconded, motion carried. ● Strategic Plan-Doug motioned to accept, John seconded, motion carried. ● Long Range Plan-Melissa motioned to accept, Pam seconded, motion carried. ● Quarantine Policy- Melissa motioned to accept, Pam seconded, motion carried. ● Disaster/Emergency Closure, Pandemic Policy-Melissa motioned to accept, Pam seconded, motion carried. ● NY Forward Safety Plan is complete and on file New Business: Next, the board discussed an opening date, and June 15, 2020 was decided upon. Judi motioned to accept, Doug seconded, motion carried. This phase of the opening consists of pick up of books on the porch. No interlibrary loan is available in this stage. The summer reading program will go on, but it will consist of packets of a book and craft to be picked up twice a month. Children can still earn a gift card. The annual Book sale, auction, craft show was discussed. It was decided not to hold it this summer. But, if Lyme Community Days does go on, the library is entertaining the idea of having a sale of items on the library lawn on that same day. The board is still exploring options for an Ellen Wiseman book launch on August 6th. The library still needs supplies of wipes and paper towels. A health and safety committee formation was discussed-Doug, Jim and Patti are members. Modifications to the bathroom to make it more touch-free were discussed, and a motion was made to spend up to $600 on a soap dispenser, paper towel dispenser, paper towels, and a touch free faucet by Melissa, Judi seconded it, motion carried. The library will be closed on July 3 and 4th. Meeting Adjourned at 7:10 Next meeting will be July 6th Executive session: An executive session was held on June 3rd at 7:24pm to discuss personnel matters. Members present at this meeting were: Jim Valentine, Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, Melissa Koffs, and John Rusho. Not present: Mary Hyde. The motion to adjourn the meeting at 7:44pm by Melissa and seconded by Pam, motion carried. Submitted by: Joy Seymour

Lyme Free Library Board Minutes July 6, 2020, Adopted August 10 2020

Trustees Present : Jim Valentine, Pam Oxenford, Judi Bates, Melissa Koffs, Joy Seymour, Doug
Warneck, John Rusho. Not present: Mary Hyde, and Patti Hughes, the librarian.

Treasurer’s Report : Mrs. Sharlow went over the monthly report. The library is waiting for the moneyfrom the town. Judi has filled out the paperwork and will follow up to check on its status. Melissa motioned to accept the treasurer’s report, Pam seconded it, motion carried.

Secretary’s Report: The secretary’s report was motioned to be accepted by Judi, and seconded by Melissa, motion carried.

President’s Report : Jim shared Patti’s thoughts that the porch pick up program is working great. The trustees agreed to stay in the phase we are in. A short discussion was held on the pirate ship and it is to remain closed. Another brief discussion was had about the where to disinfect the books if and when we move to another phase.

Librarian’s report : As Patti Hughes was not present her report was tabled.

Committee Reports :

Old Business :

New Business :. Fundraising ideas were discussed. If the Chaumont Community days on July 25th happen the library will participate by selling items that normally would be in our art auction, and any other items to raise money that we count on. Another idea is to have a can drive, and Pam will look into it.

The meeting was adjourned at: 6:40pm. (Judi motioned to adjourn, Melissa seconded, motion carried).
Next Meeting is August 10, 2020.
Submitted by: Joy Seymour

Lyme Free Library Board Minutes August 10, 2020, Adopted September 14, 2020

Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Melissa Koffs, Doug Warneck, John Rusho, Patti Hughes-librarian.  Not Present: Mary Hyde, Joy Seymour.

Treasurer’s Report: Mrs. Sharlow went over the monthly report. The library received the money from the town. Judi reported that the library received a few donations. Melissa motioned to accept the treasurer’s report, Doug seconded it, motion carried.

Secretary’s Report: The secretary’s report from July 6, 2020 was motioned to be accepted by Doug, seconded by Judi, motioned carried.

President’s Report:

Librarian’s Report: New signs alerting patrons to wear masks are working. Front porch pick up is popular. It was agreed to keep it as an option for patrons permanently. The staff is no longer cleaning books but quarantining for the 96 hours per CDC and REALM guidelines.

The board added an addendum to our disaster policy stating that the director has the authority to suspend service until the board can meet. This protects staff from being at risk while waiting for the board to meet. Melissa motioned to accept, Judi seconded, motion carried.

NCLS and libraries will see a decrease in funding. NCLS will be charging libraries for services that in the past were free (deliveries, tech support).

Patti will be sending out mailings to our home schooled families.

Committee Reports

Old Business: The can and bottle drive is underway. There was discussion about having another one in the fall.

New Business: There was discussion about have a Harvest take-out dinner fundraiser.

Executive Session: 6:57, Judi motioned to accept, Melissa seconded, motion carried. Executive Session ended 7:36, Melissa motioned to adjourn, John seconded, motion carried.

Next meeting is September 14, 2020

Submitted by Pamela Oxenford

Lyme Free Library Board Minutes September 14, 2020, Adopted October 12, 2020

Trustees Present: Jim Valentine, Pam Oxenford, Judie Bates, Melissa Koffs, Doug Warneck, John Rusho, Patti Hughes-librarian.  Not Present: Mary Hyde, Joy Seymour.

Guest: Cathy Gallagher presented her ideas for a fall take-out dinner. Ideas discussed-dinner on 3 Mondays (10/19, 11/2. 11/16), $15. The board discussed the need to have people pay ahead of time so that there’s an accurate count for dinners.

Treasurer’s Report: Mrs. Sharlow went over the monthly report. Judi reported that the library received a few donations. The library also made $1012.65 from the can and bottle drive. The library spent $2023 on cleaning supplies to combat Covid19. The Library Association sent a survey to see how much libraries are spending, there may be a reimbursement of funds available. The Town of Lyme will be having their budget meeting, Judie will attend. Doug motioned to accept the treasurer’s report, Melissa seconded it, motion carried.

Secretary’s Report: The secretary’s report from August 10, 2020 was motioned to be accepted by Doug, seconded by Melissa, motioned carried.

President’s Report: The library has no plans to open. Front porch pick up is working fine.

Librarian’s Report: Patti will be out due to surgery on Oct. 5. Employee reviews and Sexual Harassment Training are complete. We will be having another Can and Bottle drive Oct. 10-17. Summer Reading had 10 participants and summer story time had 8. The decision was made not to lend books to the school (if school closes, we would not be able to get the books back).

Committee Reports

Old Business: Address labels and envelopes are bought for the fundraising campaign. The letters should be ready for pick up from Coughlin Printing this week. NCLS is no longer making copies for libraries.

New Business:

Executive Session: 7:05, Doug motioned to accept, Melissa seconded, motion carried. Executive Session ended 7:18, Melissa motioned to adjourn, John seconded, motion carried.

Next meeting is October 12, 2020

Submitted by Pamela Oxenford

Lyme Free Library Board Minutes October 12, 2020, Adopted November 9, 2020

Trustees Present : Jim Valentine, Pam Oxenford, Judi Bates, Melissa Koffs, Joy Seymour, Doug
Warneck. Not present: Mary Hyde, John Rusho and Patti Hughes, the librarian.
Treasurer’s Report : Mrs. Sharlow went over the monthly report. The library is waiting for the money from the school vote. Judi felt its arrival should be imminent as the school board meeting has been held. Melissa motioned to accept the treasurer’s report, Pam seconded it, motion carried.
Secretary’s Report: Pam was thanked for doing the minutes the last 2 months due to Joy’s absence. The secretary’s report was motioned to be accepted by Judi, and seconded by Melissa, motion carried.
President’s Report : Jim stated that the budget committee needed to meet, and a date and time was settled on-October 15th at 1:30. Many thanks were given to Pam for organizing, stamping and mailing the mail campaign. Thanks also to the 3 previous board members that Pam recruited to help with the mailing, also. A brief discussion of the costs involved followed, and a comparison to last year’s costs will be looked at. Jim looked into whether an organization can have a credit card, and that is not an option.
Librarian’s report : As Patti Hughes was not present her report was tabled. But, it was noted that the porch pick up is busy and doing great. A letter of support for the Lyme Community Foundation was motioned to be written to help them obtain a grant from the St. Lawrence County Arts Council by Doug and seconded by Melissa.
Committee Reports : The bathroom updates are completed. A touch free faucet, and soap dispenser was installed as well as a new paper towel dispenser.
Old Business : The take out dinners are a huge success, and will continue. Progress on the employee handbook is continuing. The can drive is over on October 17th and one truck has been filled already.
The meeting was adjourned for an executive session at 6:48pm. (Pam motioned to adjourn, Judi seconded, motion carried)
Executive Session: An executive session was called at 6:48pm to discuss personnel matters. The motion to end the executive session, and go back into the meeting was motioned by Judi and seconded by Melissa at 7pm.
New Business : A resolution regarding the library director’s employment was motioned by Joy and seconded by Pam, so carried.
Next Meeting is November 9, 2020.
Submitted by: Joy Seymour

Lyme Free Library Board Minutes November 9, 2020, Adopted December 7, 2020
Board Meeting: November 9, 2020
Trustees Present : Jim Valentine, Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, and John Rusho. Not present: Mary Hyde, Melissa Koffs and Patti Hughes, the librarian.
Treasurer’s Report : Mrs. Sharlow was not present this month, so Judi went over the monthly report. The library received the money from the village. Judi said this year’s mail campaign is on par with other years, and the library has received notes of appreciation. Cathy’s dinners are also helping a lot in the absence of the library’s usual fund raisers due to COVID-19. The can and bottle drive also brought in $895, and a quilt raffle brought in $95.15. Judi presented at the town meeting. Doug motioned to accept the treasurer’s report, Pam seconded it, motion carried.
Secretary’s Report: October’s minutes were approved. The secretary’s report was motioned to be accepted by Judi, and seconded by Pam, motion carried.
President’s Report : It was shared that the library was able to get a locked in price for propane. Jim also reiterated the great success of Cathy’s dinners, and that new ones have been added through December 28. He also gave an update about Patti, and said that Laura and Dolly are doing a great job in her absence.
Librarian’s report : Library items were gone over in Patti’s absence. It was noted that the Art Tent Tuesday program is completed. The new book list continues to be updated on the website and Facebook page. Book deliveries are behind due to COVID-they should catch up soon. It was motioned by Doug to put $290 of the Van Doren donations into the Haas scholarship fund for graduating seniors, and $2000 in the building fund, it was seconded by Pam, motion carried. A plaque recognizing their parents was discussed. Discussion of observing Juneteenth in 2021 was tabled. Doug also made a motion to transfer $500 to the Children’s Program account, seconded by Pam, so carried.
Committee Reports : The carpet will be cleaned on the 12th..
Old Business : The budget committee met, and it was discussed. Due to the fact that the village did not dissolve that the $2800 the library receives from the village needs to be added back into the budget. It was decided to add it into the new books category. The budget will be voted on at the December meeting. The resolution regarding a personnel matter was amended and then motioned by Joy and seconded by Pam, so carried.
New Business : Research is still being done on whether the library needs to have an air purifier to open the building, and the cost of it.
The meeting was adjourned at 6:48pm. (Pam motioned to adjourn, John seconded, motion carried) Executive Session: Not needed
Next Meeting is December 7, 2020

Lyme Free Library Board Minutes December 7 2020, Adopted March 8, 2020

Board Meeting: December 7, 2020
Trustees Present : Jim Valentine, Pam Oxenford, Judi Bates, Joy Seymour, Doug Warneck, and John Rusho. Not present: Mary Hyde, Patti Hughes, the librarian.
Treasurer’s Report : Mrs. Sharlow was present this month, and went over the monthly report. Judi said this year’s mail campaign has now exceeded all other campaigns. Thank so go out to all who support the library! Doug motioned to accept the treasurer’s report, Melissa seconded it, motion carried.
Secretary’s Report: November’s minutes were approved. The secretary’s report was motioned to be accepted by Judi, and seconded by Doug, motion carried.
President’s Report : Jim proposed deferring the January meeting. It was motioned by Judi, and
seconded by Doug, so carried. Christmas lights will be put up on the porch on a warm day. Doug and Mary’s terms as trustees are up, and Doug and Mary have been reappointed to new terms on the Lyme Free Library Board of Trustees. Joy motioned to keep the slate of officers for 2021 the same, Judi seconded, motion carried. Doug suggested coming up with a succession plan. The 2021 budget was adopted-Melissa motioned to accept it, Pam seconded it, so carried.
Librarian’s report : Library items were reviewed in Patti’s absence. Book deliveries from the book supplier are still behind due to COVID. Pam has scheduled another can drive from December 30 to January 8th. There are 3 new Jim O’Reilly prints: The 3 Mile Bay Church, Chairs and Channel markers in Clayton, and Still Standing (Red Barn). Cathy Gallagher will assess the take out dinner program and decide whether to continue.
Committee Reports : The carpet was cleaned. An estimate of $1000 dollars per furnace for a UV system. It will help with mold as well as COVID. There would also be a yearly cost of $100 a year for each UV light.
Old Business :
New Business : The meeting was adjourned at 6:40pm. (Pam motioned to adjourn, Joy seconded, motion carried)
Executive Session: Not needed
No meeting in January. Watch for email about February meeting.
Submitted by: Joy Seymour

Lyme Free Library Board Minutes March 8, 2021, Adopted April 12 , 2021
Trustees Present: Jim Valentine, Judi Bates, Melissa Koffs, Joy Seymour, Doug Warneck, and John Rusho, and Patti Hughes, the librarian. Not present: Mary Hyde, and Pam Oxenford.
Treasurer’s Report: Mrs. Sharlow was not present this month, and Judi went over the monthly report. Judi said this year’s mail campaign is still receiving donations. The library is very grateful for all the support! The annual report had a mistake in it made by the state and a letter has been sent to them because only they can correct it. Doug motioned to accept the annual report, and John seconded it. Then, Melissa motioned to put $5000 into the endowment fund of NNYCF, John seconded it, motion carried. The tax cap was also approved by an email vote. Melissa motioned to accept the treasurer’s report, Joy seconded it, motion carried.
Secretary’s Report: December’s minutes were approved with one correction to the attendance. The secretary’s report was motioned to be accepted by Melissa, and seconded by Judi, motion carried.
President’s Report: Jim went over the new NCLS fees/MARC records. They would start in 2022, and are based on holdings, circulation, population, and budget. The new NYS sick leave law was also discussed. The library needs to keep track of the sick time even though it is unpaid, and a limit can be set. Next, it was noted that our lawn mower person is retiring, and an estimate for a new person to mow is being sought.
Librarian’s report: The new website with all of the available Jim O’Reilly prints is up and running. New shelving ideas for “Easy” books is needed. A soft opening tentative date for the library is hoping for the first week of May. Wind has caused the door security alarm to go off- a deadbolt was discussed to make the door close tighter.
Committee Reports: It was noted that there is a roof leak that needs to be dealt with. An estimate is needed.
Old Business: Doug has been working on a new updated personnel handbook.
New Business: More discussion was had about the new law about vacation and sick time. Records have to be kept for 6 years. A motion was made by Judi: Retroactive as of January 1, 2021, part time employees can accrue (equivalent to the employees work week hours) up to 1 equivalent weeks paid vacation time, and unused vacation time may be carried over with a max of 2 weeks per year. This means that Laura and Dolly who have exceeded all expectations during this difficult time will be given 15 and 7 hours vacation time, respectively. This was seconded by Doug, motion was carried. Then Melissa motioned: Employees may carry over 1 week equivalent vacation time. If there are extenuating circumstances, additional carry over may be requested and given upon board approval. This was seconded by Judi, and the motion was also carried.
Executive Session: An executive session was called at 7:48pm. This was to discuss new fees and issues.
The meeting was adjourned at 8:26pm. (Judi motioned to adjourn, John seconded, motion carried)
Next meeting: April 12, 2021
Submitted by: Joy Seymour

Lyme Free Library Board Minutes April 12, 2021, Adopted May , 2021
Board Meeting: April 12, 2021
Trustees Present: Jim Valentine, Pam Oxenford, Judi Bates, Melissa Koffs, Joy Seymour, Doug
Warneck, John Rusho. Not present: Mary Hyde, Patti Hughes, the librarian.
Treasurer’s Report: Mrs. Sharlow was not present, so Judi went over the monthly report. Judi
mentioned that the mail campaign has been a great success this year. Melissa motioned to accept the treasurer’s report, and Pam seconded it, motion carried.
Secretary’s Report: The secretary’s report was accepted. Judi motioned to accept it, and Melissa seconded. Motion carried.
President’s Report: Jim reported that all new fees/MARC records that were being proposed by NCLS are all on hold at this point. A new unpaid safe and sick leave policy for part time employees was distributed and discussion was held. At the next meeting it will be voted on for approval.
Librarian’s report: Take out dinners resumed April 12, and May will be salads. More discussion is needed about a full reopening in June. A discussion of patrons needing to make ½ hour appointments to come into the library is being considered. How computers should be handled is another issue that needs to be decided. Roof repairs were completed on June 5th. Continued discussion needs to be had about whether or not to have the book sale/silent auction this summer. The library vote will be May 18th this year.
Committee Reports: Doug went over his building and grounds spreadsheet. A brief discussion about construction grants was held, and due to the cost of supplies at this time it was decided to wait. The pothole in the parking lot has been filled. The furnace’s new circuit board has been replaced. New sump pump piping is needed.
Old Business: John, Patti and Doug are on the committee to update the personnel handbook. Changes are still in progress. A new mowing service has been secured.
New Business: An all around handyman is needed. Melissa’s husband will get the ship ready to
reopen, and Melissa will put up signs giving coronavirus safety procedures, and return the fencing to the town. Her husband will also volunteer to mow if the new mower hired can’t get to it yet. New can drive dates have been set for 7/23-7/30, and 10/8-10/15.
Executive Session:
The meeting was adjourned at: 7:04pm. (Melissa motioned to adjourn, Pam seconded, motion
carried)
Next Meeting is May 10, 2021.
Submitted by: Joy Seymour