Meeting Minutes 2025
Meeting Minutes 2025
January 11 -
Dodge library board meeting 5:06: start –
Norman Taber, Jim Gratton, Judy Paquette, Bob Rizos, Tory Taber,
Amended past minutes – Bob moved Judy seconded passed –
Treasurer’s report –
We received our budget of $25,500
Elec 84 (electric seems to have increased substantially on the last bill)
A discussion of the electric and various providers began
Phone 47
Book bill 371
Salt $30
Do North $70
Employee: $1,289
Returned check fee $20
There is a total of $26,022 in the library account.
Norman moved to approve the treasurer’s report– Judy seconded
Passed -
Director’s Report
February 2025
The Dodge hosted 92 patrons. We circulated a satisfying 100 items.
Tory has been working on the annual report. The board will need to look it over before we submit it, the deadline is February 21. She will send an email with a link as soon as it is complete. She has asked the board to review the documents and approve by email.
Thank you to Norman and Judy for getting the charter and petition notarized and sending it to Albany. According to the tracking, the documents arrived.
Speaking of thanks, the good neighbor who has been plowing the parking lot is Bill Ashley, and additionally apparently someone named Randy. Perhaps a thank-you note to the church, thanking both, would be nice.
Jesse from Show Up is still planning on hosting a book group has been rescheduled for Feb 13th
Regarding the computer purchase that the board approved. I intended to purchase it, it was on sale for $479, a bit less than the $500 approved by the board. But, yes there is a “but”, when I tried to purchase it I discovered there is no software included. Software is no longer a one-time purchase, but a subscription. To get the bare bones office software bundle, it will be a $99 subscription annually (Most of the packages are over $300). In addition, there is recommended security software that is recommended, would be an additional $20 annually. The software is, in fact, necessary. I think the security software is advisable as patron privacy is one of tenets of good library practice. The final price, with tax is $641.97. Tory now believes that the Microsoft software is not necessary and that we could use the Google suite – bringing the price down to around $500.00
Bob moved to approve $600.00 for the purchase of the computer, Judy seconded.
If the board agrees to go forward with the purchase, I am happy to buy it and get reimbursed by Jim. However, the board may want to consider a business credit card for the recurring subscription fees. Currently, I have the annual website subscription fee of $12 linked to my personal card and when it was renewed this past August, Jim reimbursed me. But that is me, not every employee might be comfortable with this arrangement. I suggest the board put payment measures in place that are not linked to a specific employee,
The credit card discussion deferred until March.
The concrete on the bottom step is crumbling. I was shoveling snow and a large chunk came out. I think it is big enough that it will require repair.
Respectfully submitted,
Tory Taber
Book suggestions
Fiction
1. “The Grey Wolf”, Louise Penny $17.10
2. “The Wedding People”, Alison Espach, $16.52
3. “The Crash”, Frieda McFadden. $18.80
4. “Rental House,” Wieke Wang. $15.96
5. “The ultimate Pokemon guide” $
Nonfiction
6. “Framed”, John Grisham and Jim McCloskey. $17.10
7. “Don’t Believe Everything You Think”, Joseph Nuygen. $12.54
Childrens
8. “Olivetti”, Allie Millington. $10.25
9. “Chooch Helped”, Andrea Rogers. 2025 Caldecott Award winner. $15.19
10. “The First State of Being”, Erin Entrada Kelly. 2025 NewburyAward winner.$18.89
Total projected cost: $159.45
Judy moved to approve the list – Bob seconded - approved
Norman will put a temporary plywood step secured in place, with the expectation of more permanent cement repair when the weather turns warmer.
Bob will forward the director’s evaluation to the board for approval by email.
Formal part of the meeting ended – board continued on to Director’s assessment.
Meeting adjourned: 6:03 pm
March 11-
Dodge library board meeting 5:00 start –
Norman Taber, Jim Gratton, Judy Paquette, Bob Rizos, Tory Taber, Robin Brunelle
Amended past minutes – Bob moved Jim seconded passed –
Treasurer’s report –
We received our budget of $25,500
Elec 84 (electric seems to have increased substantially on the last bill)
A discussion of the electric and various providers began
Workers comp 308
WB Mason 58
Disability 106
Nyseg 74.12
Phone 47
Dept. labor $19
Tax 81
Withholding 595
Snow – 150.00
There is a total of $24,584
Norman moved to approve the treasurer’s report– Robin seconded
Passed -
Director’s Report
March 2025
The Dodge hosted 72 patrons. We circulated 93 items.
The Director finished the annual report – with some last-minute updates – and CEFLS is still looking over it before it is officially submitted. Thanks to the board members who were available to help me get some policies approved in time to submit it. The Director will include the policies, edited for grammar, in the body of this email.
After two postponements due to snow, ShowUp did hold a book club here on 2/13. A second event is scheduled for 4/3.
The Director has finally ordered the new laptop, with no software or subscriptions. The total amount was $485.99. An invoice will be submitted to Jim.
CEFLS is changing the way we access Horizon (our automation system). It will no longer be installed onto individual computers; we will access it from the cloud. David Fuller is going to help me install it onto the new laptop on 3/13.
Norm and Bob installed a temporary cover on our broken step. The step will be fixed the concrete when the weather warms up.
Finally, Bob pointed out that the scheduled date for our April meeting is not the second Tuesday of the month. It’s currently scheduled for the 15th, when it should have been the 8th. As he has a conflict on the 15th, we should consider changing it to the 8th.
Meeting changed to 8th April – Norman moved, Bill seconded. Passed.
Respectfully submitted,
Tory Taber
Book suggestions
Fiction
1. “The Sirens”, Amelia Hart, $16.53, Patron Request
2. “Sipsworth”, Simon Van Booy, $15.36
3. “Broken Country”, Clare Hall. $16.52
4. “The Book of Love”, Kelly Link, $13.00
Nonfiction
5. “Wandering Through Life: A Memoir”, Donna Leon, $24.05
6. “Why We Remember: Unlocking Memory’s Power to Hold on to What Matters”, Charan Ranganath, $17.10
7. “Make Art or Die Trying”, Stewart Sempl$18.40
Childrens
8. “Rat Rule 79: An Adventure”, Rivka Galchen, $15.99
9. “Club Microbe”, Elise Gravel, $10.23
10. “Bug Boys”, Laura Knetzge, $10.89
“Total projected cost: $158.07
Robin moved to pass – Judy seconded. Passed
Discussion began on discussion of finding work done for maintenance on the building ; including eaves, brickwork, and step. The Director is going to look for possible grants.
New Policy’s as passed via email consensus:
These can be modified as need be.
WEST CHAZY DODGE LIBRARY PERSONNEL POLICY
Equal Opportunity and Affirmative Action
The West Chazy Dodge Library is an equal opportunity employer. Our policy is to recruit, hire, promote and compensate without regard to race, age, religion, gender, national origin, creed, handicap, color, sexual orientation or familial status. Employment opportunities are open to all qualified applicants based on their experience, aptitude and ability. The Library does not discriminate between the sexes on pay for comparable work requiring comparable skills under comparable circumstances.
Immigration Law Compliance
Only those who have a legal right to work in the United States will be considered for employment. The West Chazy Dodge Library does not unlawfully discriminate based on citizenship or national origin. Proper documentation will be required of all new hires.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Rehired employees must also complete the form if they have not completed an I-9 with the Library within the past three years, or if their previous I-9 is no longer retained or valid.
Employees with questions or seeking more information on immigration law issues are encouraged to contact the Administrative Manager. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.
Disability Accommodation
The West Chazy Dodge Library will comply with the Americans with Disabilities Act (ADA), ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis.
Reasonable accommodation is available to all disabled employees, where their disability affects the performance of job functions. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual. The applicant must be able to perform the essential elements of the job, even with reasonable accommodation.
The West Chazy Dodge Library is committed to not discriminating against any qualified employees or applicants because they are related to or associated with a person with a disability. The West Chazy Dodge Library will follow any state or local law that provides individuals with disabilities greater protection than the ADA.
This policy is neither exhaustive nor exclusive. The West Chazy Dodge Library is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.
Hours
Library hours will be set by the Library Board and will meet New York State Requirements for libraries of its size.
Emergency Closings
At times, emergencies such as severe weather, fires, power failures, or lack of available staffing can disrupt Library operations and impinge on the safety of employees, library visitors, and/or the building. The Library Director may delay opening and/or close early based on safety concerns. The determination of delayed opening, early closing, or complete closing will be decided on a day-to-day basis.
In extreme cases, these circumstances may require the closing of the library. If local schools in Beekmantown Central School District are closed for bad weather the Library will also close. If the Library Director determines that the safety of the staff and/or patrons is in serious jeopardy, they may close the Library.
When the decision is made to close the library during regular hours of operation, all library visitors will be asked to vacate the premises.
When the Director makes a determination that results in delayed opening and/or closing early or complete closing, the resulting changes in hours of operation will be posted on the Library’s social media accounts and on the library entrance(s).
When the Library is closed due to emergency conditions, the time off from scheduled work will be paid.
Reporting Absence
If the Library Director will be absent, they should call the Library Board of Trustees Chair.
Employee Status
Part time: The West Chazy Dodge Library employees one part-time director who works 21 hours per week.
Substitute: The West Chazy Dodge Library occasionally employs individuals who are not given regularly scheduled shifts but fill in for other employees upon request.
Intervals of Pay
The employee is paid once monthly on the second Tuesday of the month.
Employee Benefits
Social Security and Medicare
The West Chazy Dodge Library must deduct Social Security and Medicare taxes on each employee's earnings up to a specified limit that is called the Social Security "wage base." The Library matches the amount of Social Security and Medicare taxes paid by each employee. At age 65 employees become eligible for Medicare medical benefits. Employees become eligible for Social Security benefits based on ages set by the Social Security Administration. Employer and employee contributions determine the amount of the benefit based on a formula used by the Social Security Administration.
Medical Benefits
The West Chazy Dodge Library does not offer medical benefits.
Retirement
The West Chazy Dodge Library does not offer retirement benefits.
Workers’ Compensation Insurance
The Library provides comprehensive Workers' Compensation insurance at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, Workers' Compensation Insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify for coverage as quickly as possible.
Neither the Library nor the insurance carrier will be liable for the payment of workers' compensation benefits for injuries that occur during an employee's voluntary participation in any off-duty recreational, social, or athletic activity sponsored by the Library.
Time Off
Vacation Leave
All vacation requests are subject to the approval of the board of trustees.
Citizenship Duty
The Library encourages employees to fulfill their civic responsibilities by serving jury duty when required and by voting. Employees shall be granted leave with pay for jury duty, voting,
Bereavement Leave
Time off for funerals may be granted by the Board of trustees. Employees who wish to take time off due to the death of an immediate family member should notify the board of trustees.
Paid Holidays
The Library is closed on the following legal holidays:
New Year’s Day
Martin Luther King Day
President’s Day
Easter, Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran’s Day
Thanksgiving Day
Christmas Eve
Christmas
If the holiday occurs on a day that the Library is closed, equal time off should be allowed at another time. On December 31 the Library will close at 12:00 p.m.
All part-time hourly employees regularly scheduled to work on these days will receive pay at the regular rate of their regular wage.
Training and Staff Development
The Board of Trustees acknowledges the value of employee attendance at workshops, courses and conferences related to both Library services and employees’ duties as a means of enhancing the The West Chazy Dodge Library offering to the community. Accordingly, to the best of its ability, the Library will consider granting time and compensation to employees for attendance at workshops, courses and conferences.
Continuing education is defined as any formal or informal learning experience that extends or builds on previous education and experience that employees have beyond the entry level skills required for their position.
Library staff are expected to attend continuing education events. The Library will cover the cost of this training experience, when pre-approved. These events may be chosen from the following, but exceptions will be made for other training relating to work duties:
· CEFLS workshops
· Professional library association conferences
The Library Director will apply to the Library Board to attend training events.
Travel Expenses
The West Chazy Dodge Library will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. The board of trustees must approve all business travel in advance. Employees whose travel plans have been approved are responsible for making their own travel arrangements.
The West Chazy Dodge Library will reimburse approved travel at the [federal OR state] mileage rate.
When approved, the Library will pay or reimburse the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel.
When travel is completed, employees should submit completed travel expense reports within 30 days (or by the end of the calendar year if that is less than 30 days away). Receipts for all individual expenses should accompany reports.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not actually incurred by the employee in the normal course of doing business for the Library, can be grounds for disciplinary action up to and including termination of employment.
Salary Administration
All salaries are set by the Board of Trustees at the time of hire. Salary increases are granted by the Board at the recommendation of the Library Director based on performance evaluations.
Performance Evaluation
It is the policy of the Library to have a written evaluation of employees. Written evaluations for all employees should be conducted at least once annually based on his/her job description. The Board of Trustees will provide a written evaluation of the Library Director.
The purpose of such reviews shall be to help employees make progress in their work and learn where they stand. The performance review must be accompanied by a personal conference in which the employee may examine the review and have an opportunity to ask questions or make comments.
Telephone Etiquette
The general spirit of staff service should apply to library phone service. Phone greetings as
designated for the appropriate areas should be observed.
If a patron requests information that will take considerable time to locate, ask if you may return the call. Be sure to get their name and the correct information to call them back. When returning a call, identify the library; give your name and the purpose of the call.
Rules of Conduct
The library director is expected to observe the code of conduct as outlined in the Library’s Policies.
Confidentiality
All Library, patron, and staff information is confidential and should not be discussed with any person or persons outside the Library. Copying, removing, allowing unauthorized access to the Library or patron documents, information, files or mailing lists, or any form of distribution of patron information is not allowed. All internal information about the Library administration is to remain confidential. Staff may not access or distribute administrative files, documents, or information. Staff may not publicly represent the Library administration outside their job description in any way unless through prior arrangement with the Library Director. Any breach of this confidentiality requirement is grounds for termination.
Attendance and Punctuality
To maintain a safe and productive work environment, the Library expects the library director to be reliable and to be punctual in reporting for scheduled work. When the employee cannot avoid being late to work or are unable to come to work as scheduled, they should notify the President of the board of trustees as soon as possible.
Poor attendance and excessive tardiness may lead to disciplinary action, up to and including termination of employment.
Firing and Dismissal
An employee may be dismissed for incompetence or for just cause. The notice of dismissal shall be in writing and shall state the specific charges. Layoffs may be made due to lack of funds, discontinuance of activity, or reorganization.
Resignation
Library employees must submit resignations in writing to the Library Director. Notice of resignation must be submitted 14 working days prior to termination of employment. The Library Director must submit resignation to the Library Board of Trustees. A 30-working day notice of resignation is required for the Library Director. The employee’s written and signed resignation should be dated when received and retained in the personnel file.
Staff Grievances
Dissatisfaction with alleged unfair treatment, work schedules and assignments, Library policies and procedures, or working conditions should be brought to the attention of the board of trustees
Volunteers
The West Chazy Dodge Library recognizes the importance of utilizing the assistance of volunteers to enhance and expand the services of the Library. In establishing volunteers, the West Chazy Dodge Library shall not use volunteers to supplant Library staff but to enrich Library services in a comprehensive manner making the services available to the entire public through a coordinated volunteer/staff effort.
Personnel Records
Access to Personnel Files
The West Chazy Dodge Library maintains a personnel file on each employee. The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals and salary increases, and other employment records.
All material in the personnel folder shall be open to the scrutiny of the employee. No material in the employee’s personnel folder will be available to anyone, except the Library Director without the express written consent of the individual employee involved. No employee’s file shall be altered for any reason or removed from the Library building.
Personnel files are the property of The West Chazy Dodge Library and access to the information they contain is restricted.
Employees who wish to review their own file should contact the board of trustees.
Adopted by the board of trustees in February 2025
WEST CHAZY DODGE LIBRARY COLLECTION DEVELOPMENT AND MANAGEMENT POLICY
Objectives
The purpose of the West Chazy Dodge Library is to provide all individuals in the community with carefully selected books and other materials to aid the individual in the pursuit of education, information, research, and leisure.
Because of the volume of publishing, as well as the limitations of budget and space, the library must have a selection policy to meet community interests and needs.
The materials selection/collection development policy is used by the library director in the selection of materials and serves to acquaint the general public with the principles of selection.
The Library Bill of Rights and The Freedom to Read Statement are integral parts of the policy. The materials selection/collection development policy, like all other policies, will be reviewed and/or revised as the need arises.
Responsibility for Selection:
The ultimate responsibility for selection of library materials rests with the library director who operates within the framework of the policies determined by the West Chazy Dodge Library Board of Trustees. The director must be available to answer to the library board and the general public for actual selections made, the director has the authority to reject or select any item contrary to the recommendations of the staff
Criteria for Selection:
1.The main points considered in the selection of materials are:
· individual merit of each item
· popular appeal/demand
· suitability of material for the clientele
· existing library holdings
· budget
2. Reviews are a major source of information about new materials. The primary source(s) of reviews is (are) The New York Times Best Seller List, Kirkus Review, etc.
3. The lack of a review or an unfavorable review shall not be the sole reason for rejecting a title that is in demand. Consideration is, therefore, given to requests from library patrons and books discussed on public media. Materials are judged based on the work as a whole, not on a part taken out of context.
Interlibrary Loan:
Because of limited budget and space, the library cannot provide all materials that are requested. Therefore, interlibrary loan is used to obtain from other libraries those materials that are beyond the scope of this library's collection.
In return for utilizing interlibrary loan to satisfy the needs of our patrons, the West Chazy Dodge Library agrees to lend its materials to other libraries through the same interlibrary loan network, and to make an effort to have its current holdings listed in a tool that is accessible by other libraries throughout the state.
Gifts and Donations:
Accepting gifts and donations is an important way for the public library to benefit from the generosity of the community it serves. The West Chazy Dodge Library encourages and appreciates gifts and donations.
Gifts and donations of materials are reviewed using the same criteria as purchases. The library will determine how to best incorporate such materials into the existing collections. The library reserves the right to dispose of any gifts that are given to the library. Finally, acceptance of any donation is ultimately at the discretion of the library director.
Guidelines :
1.Quantity
Unless the Library Director approves, we will only accept one bag or small box at a time.
● Materials Encouraged:
o books (recently published preferred) in very good/excellent condition
o DVD’s/Blu-rays in very good/excellent condition
● Generally Restricted Materials
o atlases/encyclopedias
o study guides, textbooks, or workbooks
o magazines
2. Condition General rule: If you wouldn’t buy or give it to a friend, think twice about donating it. Condition matters – if your items have any of the following issues, they usually won’t be accepted:
● Not Accepted:
o cassettes/VHS tapes
o discarded library materials
o materials with excessive writing, marking, or highlighting
o moldly, smelly, or water-damaged materials
o materials missing binding, cover or pages
o medicine, professional, science, and technology materials more than 5 years old
o Readers Digest condensed books
By law, the library is not allowed to appraise the value of donated materials.
Weeding:
An up-to-date, attractive and useful collection is maintained through a continual withdrawal and replacement process. Replacement of worn volumes is dependent upon current demand, usefulness, more recent acquisitions, and availability of newer editions. This ongoing process of weeding is the responsibility of the library director/library manager and is authorized by the Board of Trustees. Withdrawn materials will be handled in a similar manner and under the same authority as donated materials.
Criteria for Weeding
1. The main points considered in the selection of materials for weeding are:
· Record of use- the item has not circulated for a minimum of 5 years (rare books are exempt from this circulation criteria)
· Currency- the subject matter is out of date, factually inaccurate, or no longer relevant to current times; illustrations are outmoded or perpetuate gender, racial, or cultural stereotypes.
· Dispensability- duplicate copies or duplicates no longer needed in the collection.
· Physical Condition- the item is torn, soiled, or worn; pages or parts are missing.
Potential Problems or Challenges:
The West Chazy Dodge Library recognizes that some materials are controversial and that any given item may offend some patrons. Selection of materials will not be made based on anticipated approval or disapproval but solely based on the principles stated in this policy.
Responsibility for the reading of children rests with their parents or legal guardians. Selection of library materials will not be inhibited by the possibility that materials may come into the possession of children. Library materials will not be marked or identified to show approval or disapproval of their contents, and no library material will be sequestered except to protect it from damage or theft.
Challenged Materials:
Although materials are carefully selected, there can arise differences of opinion regarding suitable materials. Patrons requesting that material be withdrawn from or restricted within the collection may write a letter to the library. The inquiry will be placed on the agenda of the next regular meeting of the Board of Trustees and will be reviewed under the reconsideration standards outlined below:
Reconsideration policies ask those charged with reviewing a challenged book to set aside their personal beliefs and evaluate the work considering the objective standards outlined in the library’s materials selection policy.
The trustees will bear in mind the principles of the freedom to read and base their decision on these broad principles rather than on defense of individual materials. The freedom to read is essential to our democracy.
When reviewing a challenged book, trustees will:
· Read all materials, including the full text of the material in question and read available reviews.
· Review library mission statement, policies, and professional guides.
· The general acceptance of the materials should be checked by consulting standard evaluation aids and selection policies.
· Challenged materials should not be removed from the collection while under reconsideration.
· Passages or parts should not be pulled out of context. The values and faults should be weighed against each other and the opinions based on the materials as a whole.
· In order to prevent a tie, the library director should recruit an odd number of members for the committee.
· While it may be prudent to state what area/role a committee member represents in the makeup of the committee (ie, teacher, librarian, community member, administration, parent, etc), the personal identification should remain anonymous to protect the objectivity of the deliberation.
· While there may be a need for public comments to be heard, the reconsideration committee meeting should be closed. Public comments can be directed to the director or governing body.
· The committee’s recommendation is to be an objective evaluation of the material within the scope of a library’s collection policy.
· The report, presenting both majority and minority opinions, should be presented to the governing body with a recommendation to retain the material in its original location, to relocate the material to an advisory location, or to remove the material.
· Establish a procedure for communicating the committee’s recommendation to the governing body and to the person who made the formal reconsideration request. For example, the committee communicates its decision to the director, who then communicates the decision to the person who make the challenge as well as to the library’s governing board.
Adopted by the board of trustees in February 2025
THE WEST CHAZY DODGE LIBRARY PURCHASING/PROCUREMENT/PETTY CASH POLICY
Budget and Finance
The West Chazy Dodge Library has a board-approved written budget. This budget is developed annually as a cooperative process between the board’s treasurer, the library director, and the Board of Trustees. Each year, it is determined if the library’s revenues are adequate to meet the needs of the community. If the revenues are not adequate to meet the needs of the community, the board of trustees takes action to increase the library’s revenue.
The West Chazy Dodge Library spends an allocation of its operating budget on materials for patrons. Materials include books, audiovisual materials, periodicals, and fees for automated library services.
On a monthly basis, the library director presents a written report on library operations to the board of trustees. These reports include such areas as library usage, collection development, and programming in addition to any other relevant and pertinent information.
The library maintains adequate records of library operations with the help of a bookkeeper. This record of library operations is presented, by the treasurer, at each board of trustees monthly meeting and clearly indicates the financial position of the library. In addition, this record clearly indicates the current position of each budgetary line item including budgeted amount, receipts, monthly.
Routine Banking Procedures
The treasurer of the West Chazy Dodge Library is authorized to pay bills as approved by the board of trustees.
The library director is not authorized to sign checks or receive cash from library accounts except when the board of trustees authorizes such action.
Purchase policy
Purchases under $100 at the discretion of the Library Director.
Purchases between $100 and $300 the Director must consult the Treasurer. ie. Emergency replacement or repair of furniture, equipment, etc.
Purchases over $300, the Library Director will consult with the board of trustees.
Ethics and Conflict of interest
It is critical that all employees, trustees and officers “maintain high ethical standards of conduct and avoid situations where there is even the appearance of impropriety.” The West Chazy Dodge Library requires notification of potential conflicts of interest of its employees and trustees in procurement. Prohibited interests are avoided. In the event that a conflict or potential conflict of interest is identified, the Board of Trustees will review the situation and take action as appropriate.
Petty Cash policy
Petty Cash fund shall be established for the West Chazy Dodge Library for the purchase of minor expenses for official library business and for which the issuance of a check would be impractical. Incidental expenses allowed through petty cash include registered mail, postage, and emergency supplies the amount of such fund will not exceed $200.00.
The Board of Trustees of the West Chazy Dodge Library shall appoint the Library Director to be the custodian for the library’s petty cash fund, and the Director shall administer and be responsible for the security of the funds and the control of disbursements. To ensure that these funds are properly managed, the following guidelines shall be followed:
· The petty cash fund amount and the maximum amount for individual cash reimbursements will be established by a resolution of the Library Board.
· Receipts and cash-on-hand must always total no more than the authorized fund amount.
· Payments may be made from petty cash for materials, supplies or services requiring immediate payment.
· The library director, or designee, will maintain a log of disbursements from the petty cash fund.
· All disbursements from such funds are to be supported by receipted bills or other evidence documenting the expenditure.
· Cash advances are not allowed. However, mitigating circumstances may arise when the library director may choose to approve the release of petty cash for official library business before the expense has been incurred.
Adopted by the board of trustees in February 2025
Formal part of the meeting ended – board continued on to Director’s assessment.
Bod moved to adjourn – Robin seconded
Meeting adjourned: 5:45 pm
Apr. 11-
Dodge library board meeting 5:01 start –
Norman Taber, Jim Gratton, Rizos, Tory Taber,
March minutes – Norman moved Bob seconded passed –
Treasurer’s report –
Jim passed around the NYS comptroller report – submitted annually
We received our budget of $25,500
Bills paid include:
WB Mason 45
Nyseg 75
Phone 48
Fuel oil 925
Rachel 129
There is a total of $20,239
Norman moved to approve the treasurer’s report– Bob seconded
Passed -
Director’s Report
March was quiet, We hosted 84 patrons.
Tory has been working with the new horizon and the new laptop. She did purchase a subscription for anti-virus software which I think is important for protecting the privacy of our patrons. It will cost $37.79 annually.
The director has checked on the status of our charter. The meeting where it will be approved has not taken place yet. It will take place in April.
Regarding the New York State Construction Grant, the director not think what our library needs would be eligible.
Below is a list of Ineligible Components/requirements . special note to number 7 (below).
Ineligible Components
The following items are ineligible for inclusion in projects that will receive state aid for construction according to 8 NYCRR 90.12:
1. Speculative architectural and engineering plans and feasibility studies
2. Building consultant studies
3. Interest or carrying charges on bonds financing the project
4. Purchase of books and other library materials
5. Repairs incidental to larger construction activities
6. Landscaping that is not a component of an eligible project
7. Routine repair and maintenance
Here is a link to information regarding this grant: https://www.nysl.nysed.gov/libdev/construc/guidelines.htm
Here is a link to a spreadsheet outlining grants that have been granted/proposing in the CEF library system in recent years. A few of them include replacing a roof. Perhaps we could consider that, and then fold in repainting the trim/eaves into that project?
https://www.nysl.nysed.gov/libdev/construc/NA2125_CEF.pdf
But a new roof presents another obstacle, that of matching funds. We would need to show that we can cover 50% of the projected cost. The possible exception would be if the residents in our service area live at 90% below the poverty rate. My initial searches regarding this have not shown it to be quite that economically challenged.
The director looks forward to your insights on this topic. I cannot easily conceive of how to make our much-needed repairs fit the criteria.
There is a lot of uncertainty about how the recent executive order defunding The Institute of Museums and Library Services will affect us. Tory will pass along any concrete information that I receive.
Tory will be taking some days off between May 19-29. Rachelle Brunelle has agreed to sub for me.
Book suggestions
Fiction
1. “The Writer”, James Patterson $17.10
2. “Wide Dark Shores”, Charlotte Mccohaghy $16.52
3. “A Short Walk Through A Wide World,” Douglas Westerbeke, $16.52
4. “The Bog Wife”, Kay Chronister, $15.96
5. “Strangers in Time,” David Baldacci, $17.10
Nonfiction
6. “Everything is Tuberculosis”, John Green. $15.26
7. “Abundance,” Ezra Klein, $17.10
Young Adult
8. “An Academy For Liar,,” Alexis Anderson, $16.53
9. “Sunrise on the Reaping: A Hunger Games Book,” Suzanne Collins, $15.95
Children’s
10. “Plain Jane and the Mermaid,” Vera Brosgol, $23.39
Total projected cost: $172.13
Bob moved to accept – Norman seconded
Accepted
We will get quotes on items including:
Brickwork repair.
Hand rail
Painting
Board members will contact contractors to get estimates –
Norman will contact farbotko
Bob moved to adjourn – Norman seconded
Meeting adjourned: 5:55 pm
Ice cream social is planned for July 19 (after approval from the remainder of the board).
Summer reading program planned
Dodge library board meeting 4:55 start –
Norman Taber, Jim Gratton, Rizos, Tory Taber,
March minutes – Norman moved Bob seconded passed –
Jim moved to approve minutes – Bob seconded
Treasurer’s report –
Jim passed around the NYS comptroller report – submitted annually
We received our budget of $25,500
Bills paid include:
Nyseg 75
Phone 48
B&T 150
There is a total of $17,729
Robin moved to approve the treasurer’s report– Bob seconded
Passed -
Director’s Report
May 2025
Dear board,
April was a quiet month with 94 patrons. We circulated 117 items.
The first few days of May have also been quiet.
Our charter arrived. Our director emailed an acknowledgement of receipt to the Regents office.
The second Show Up book group meeting occurred and went well. There is a third meeting scheduled for June 5. The book they are reading is The Warmth of Other Suns, by Isabel Allende.
Tory is frustrated with our book vendor, Baker & Taylor. In the last year deliveries have gotten progressively more sporadic, with books taking months to be shipped and sometimes cancelled. I called a customer service representative about this a few months ago and was told the publishers were backordered. There are many such complaints from libraries online, but the consensus is that the other vendors are harder to work with. There is one vendor, Ingram, which is reported to be good, but apparently so many libraries are switching to them, they are also backordered.
The last six months of purchase orders from Baker& Taylor, show 48 books ordered and 27 books delivered. As we only get 10 books a month, the 21 books that have been cancelled or backordered is statistically significant. Our patrons want new books and it’s disappointing not to have them. Tory’s temporary suggestion would be to not try to switch vendors at this time, but to cancel the books that are in limbo at Baker & Taylor and buy some of the titles from online bookstores. Our purchasing power will not go as far at Barnes and Nobles for example, but we would have the books in a week, as opposed to waiting indefinitely. We would probably be able to buy 10-12 titles for the same amount of money. We can discuss changing vendors, but that is a longer conversation and I would like to get some books in the meantime.
Norman made a motion for Tory to cancel the backordered books and use the earmarked funds to purchase at her discretion. Bob seconded – Carried
Tory will continue to purchase from Baker and Taylor.
I have two potential art shows. Noah Bonesteel is graduating from SUNY Plattsburgh and will show some of his small paintings and/or prints. We have not set a date yet. He is hoping for late summer or early spring. The is Zoe and or Elizabeth Taber. They have both made art while living and working abroad and it would make an interesting show. There is no concrete date for either show. It would either be July or January.
As spring does seem to be finally here, Bob has once again trimmed the lawn and the weeds. The Dodge is looking lovely with trimmed grass and blooming tulips. Thank you, Bob.
Rachel Brunelle will be running the Dodge from 5/20-5/29. Stop in and say hello.
As discussed in the past Roy Brinker has started an art club that is meeting in the library. They met for the first time last Sunday – They are looking at meeting on a more regular basis –
July 19th Ice cream social
Norman will fix the bottom step.
Book Suggestions
Fiction
1. The Wedding People, Alison Espach, $16.52
2. Great Big Beautiful Life, Emily Henry, $16.53
3. My Friends: A Novel, Fredrik Backman, $17.09
4. The Tenant, Freida McFadden, $ 18.80
Nonfiction
5. Notes to John, Joan Didion, $18.24
6. The Book of Alchemy, Suleika Jaouad, $17.10
7. Eve, Cat Bohannon, $11.25
Children’s
8. Little Blue Truck and Racer Red, Alice Schertle $11.29
9. The Noisy Puddle: A Vernal Pool. Through the Seasons, Linda Booth Sweeney, $10.80
10. Bearsuit Turtle Makes a Friend, Bob Shea, $15.99
Total projected cost at Baker & Taylor: $154.42
Jim brought up the question of providing games for people to check out –
Tory will talk to CEF as to how that is handled – She will get back to us for discussion next month.
Judy moved to adjourn – Robin seconded
Meeting adjourned: 5:56 pm