DeRuyter Free Library Board Meeting
June 06, 2024
Jennifer, Julia, Heidi and Amanda in person. Brittney, Kate, and Danielle virtually.
Jennifer called meeting to order at 6:05PM.
Secretary’s report: March and June minutes to be reviewed next meeting.
Treasurers report: Reviewed checking account statement, investment account statement, and Profit and
Loss detail YTD. Approved by Board.
Directors’ report:
Reviewed circulation numbers for March, April, and May.
Received Mid York proposed Overdrive billing 2026-2028
Amanda has been working on Summer Program registration, expects it to open by next week.
Old Business: N/A
New Business:
Book Fair upcoming- need boxes
Announcements: N/A
Adjournment: Julie made a motion to adjourn, with Heidi second. 6:22PM
Next Meeting: September 24, 2024

DeRuyter Free Library
Board of Trustees Meeting
March 28, 2024

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Brittney, Heidi, Danielle, and Kate in attendance.
Secretary’s Report–Reviewed and approved February Minutes
Treasurer’s Report–Reviewed February statements
–Everything is within the budget allowances
–Edward Jones account is recovering
Director’s Report
–Annual Report (financial and statistical data) is done.
OLD BUSINESS
Bylaw Review
–Scheduled for April 4th
–We are an Association School District library, and therefore we must follow the rules of that category
Trustees Handbook Training
–Jen participated in the training
–We all take sexual harassment trainings for our employers, so we need to collect and file those
certificates.
NEW BUSINESS
–Distributed eclipse glasses (450+ at this point, and more are coming in)
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Heidi 2nd–Danielle
Next Meeting: Thurs, May 2nd at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
February 8, 2024

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Brittney, Heidi, Julie, and Kate in attendance.
Secretary’s Report–Reviewed and approved December Minutes
Treasurer’s Report–Reviewed Dec./Jan. statements
Director’s Report
–Digital Lending price is now 50% less (due to size, budget, etc.)
–January Circulation numbers were strong
–End of Year Reports: circulation, programs, patrons, computer use, etc. are increasing each year.
OLD BUSINESS
–Recurring Bylaw review is planned for next meetings
NEW BUSINESS
–DeRuyter Town Supervisor Updates
–Spoke about fuel/heating bills for last year and this year
ANNUAL MEETING
→ 7:03pm start
Election of Officers
-President: Jennifer Jones
→ Motion: Julie; Second: Brittney (Vote: 6-yes; 0-no; 0-abstentions)
-Vice President: Brittney Sutherland
→ Motion: Jen; Second: Kate (Vote: 6-yes; 0-no; 0-abstentions)
-Secretary: Kate Meigs
→ Motion: Heidi; Second: Julie (Vote: 6-yes; 0-no; 0-abstentions)
-Treasurer: Heidi Ouderkirk
→ Motion: Jen; Second: Julie (Vote: 6-yes; 0-no; 0-abstentions)
→ Approved: Motion–Julie; 2nd–Heidi (5-Yes, 0-No, 0 Abstentions)
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Julie 2nd–Heidi
Next Meeting: Thurs, March 28th at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
December 11, 2023

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Brittney, Heidi, Julie, and Kate in attendance.
Secretary’s Report–Reviewed and approved October Minutes
Treasurer’s Report–Reviewed and approved budget for 2024
→ Ray and Company reviewed and approved the budget as well
→ Renegotiated advisory fee for Edward Jones account
Director’s Report
–96 participants in the Storybook Walk; partnered with Madison County Rural Health
OLD BUSINESS
–Borrowed Patron Rules of Conduct from 10 other libraries to view examples
NEW BUSINESS
–DeRuyter Town Supervisor Updates
–Planning to install updated cameras outside the building; exploring options and prices
–Some building lighting updates for more energy efficiency
–Discuss purchasing and installing a permanent sign outside the building for shared building use
EXECUTIVE SESSION
–Discussed and voted on Director’s Salary
→ Approved: Motion–Julie; 2nd–Heidi (5-Yes, 0-No, 0 Abstentions)
–Final 2024 Budget
→ Approved: Motion–Julie; 2nd–Heidi (5-Yes, 0-No, 0 Abstentions)
ANNOUNCEMENTS: None

DeRuyter Free Library
Board of Trustees Meeting
October 24, 2023

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Brittney, Heidi, Danielle, and Kate in attendance.
Secretary’s Report–Reviewed and approved June Minutes
Treasurer’s Report–Reviewed and approved June reports
Director’s Report
–Summer Program was a highlight
–Book sale was profitable
–Closed in August for five days and still had high circulation numbers
OLD BUSINESS
–NOT going to change the Fiscal Year to match the school year
→ Too complicated and expensive in relation to our taxes
NEW BUSINESS
–Tentative Budget for 2024 in progress
–Updating Patron Rules of Conduct
–Looking into cameras for volunteers’ safety
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Heidi 2nd–Brittney
Next Meeting: Tues, October 24th at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
Annual Meeting
June 27, 2023

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Julie, Heidi, Danielle, and Kate in attendance.
Secretary’s Report–Reviewed and approved April Minutes
Treasurer’s Report–Reviewed and approved April reports
Director’s Report
–Summer Program is ready! It starts July 6th.
OLD BUSINESS
–Going to Change the Fiscal Year to match the school year: Jyly 1st to June 30th
→ The school approved the change
→ Last step is getting the tax comp’s approval
→ Interim Budget (New Annual budget will be approved next meeting to reflect new fiscal year)
NEW BUSINESS
–June 13th was a Bylaw Committee meeting
→ Reviewed and began revising bylaws
–Maurine’s gift is being completed
–Danielle was approved as a new Board Member
→ (6-yes; 0-no; 0-abstain)
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Heidi 2nd–Julie
Next Meeting: Tues, September 26th at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
Annual Meeting
April 25, 2023

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Julie, and Kate in attendance.
Secretary’s Report–Reviewed and approved March Minutes
Treasurer’s Report–Reviewed and approved March reports
Director’s Report
–Strong circulation numbers
–A DeRuyter Student would like to volunteer at our summer program, in collaboration with
ACCESS-VR organization.
–Summer Program
-Theme: All Together (Community!)
-Plan to visit community sites, such as the Fire Dept and Historical Society

OLD BUSINESS
End of Term Gift for Maurine; invite her to a last meeting
Ongoing: Recruiting more board members
Ongoing: Circulation desk repair
NEW BUSINESS
None
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Jenn 2nd–Kate
Next Meeting: Tues, June 13th at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
Annual Meeting
March 2, 2023

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Heidi, Brittney, and Kate in attendance.
Secretary’s Report–Reviewed and approved December Minutes
Treasurer’s Report–Reviewed and approved year overview (Quickbooks)
→ Automatic payments for most
→ Working to align our fiscal year to the school year (instead of calendar year)
→ Voted on 2023 Budget
–Motion–Kate; 2nd–Jennifer
–Approved Unanimously (Yes–5; No–0)

Director’s Report
–Over 1,000 people attended programs this year!
–Hosted 81 programs this year!
OLD BUSINESS
None
NEW BUSINESS
Front Desk
→ Use some of the excess money in budget to refinish the front desk
Board Members
→ Reinstated Kate for another term (Yes–5; No–0)
→ Maurine’s Term has ended; 10 years!
→ Looking for another Board member
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Heidi 2nd–Brittney
Next Meeting: Tues,April 25th at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
Annual Meeting
March 2, 2023

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Heidi, Brittney, and Kate in attendance.
Secretary’s Report–Reviewed and approved December Minutes
Treasurer’s Report–Reviewed and approved year overview (QUickbooks)
→ Automatic payments for most
→ Working to align our fiscal year to the school year (instead of calendar year)
→ Voted on 2023 Budget
–Motion–Kate; 2nd–Jennifer
–Approved Unanimously (Yes–5; No–0)

Director’s Report
–Over 1,000 people attended programs this year!
–Hosted 81 programs this year!
OLD BUSINESS
None
NEW BUSINESS
Front Desk
→ Use some of the excess money in budget to refinish the front desk
Board Members
→ Reinstated Kate for another term (Yes–5; No–0)
→ Maurine’s Term has ended; 10 years!
→ Looking for another Board member
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Heidi 2nd–Brittney
Next Meeting: Tues,April 25th at 6:00 pm

DeRuyter Free Library
Board Meeting
February 9, 2023

Heidi Ouderkirk called the meeting to order.
Attendance taken–Jennifer, Amanda, Julie, Brittany and Heidi in attendance.
Secretary’s Report–Reviewed and approved December Minutes
Treasurer’s Report–Reviewed and approved
Discussed budget, similar year over year
Amanda to ask if library can be on the same fiscal year end with school.
Director’s Report
–Storytime: Program is still well attended but unpredictable with numbers
-Amanda to ask Midyork about circulation charge, would like to see a breakdown
-Amanda to ask if library can be on the same fiscal year end with school.

OLD BUSINESS
Bylaws were reviewed and updated
NEW BUSINESS
Policies to review and approve
Vote on Budget
Review Officer terms
Trustee training

ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Heidi 2nd–Julie
Next Meeting: Thursday, March 2nd at 6:00 pm

DERUYTER FREE LIBRARY
BOARD OF TRUSTEES
MEETING AGENDA
February 9 2023

MEETING AGENDA
CALL TO ORDER
SECRETARY’S REPORT
TREASURER’S REPORT
DIRECTOR’S REPORT
OLD BUSINESS:
NEW BUSINESS: Budget
ANNOUNCEMENTS: N/A
ADJOURNMENT
NEXT MEETING: TBD

Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Maurine, Julie, and Kate in attendance.
Secretary’s Report–Reviewed and approved October Minutes
Treasurer’s Report–Reviewed and tentatively approved year overview; will review again when broken down
into
more detailed categories; budget approval is planned for February
Director’s Report
–Storytime: very high attendance!
–Storybook Walk: approximately sixty people within a two hour period; effective to partner with the
PTO event occurring at the same time
–Warm Clothing Drive: very successful
–Homeschool group is very active; checking out a lot of books each month
OLD BUSINESS
Bylaws and policies are an ongoing discussion
→ Will vote to approve at the next meeting
NEW BUSINESS
Bylaws: Reviewed the Handbook for Library Trustees’ list of what needs to be posted online for community;
working to determine what we have, need, or should update.
Step 1: We will post the updated bylaws
Step 2: Tackle one item in each category as the year goes on.
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Julie 2nd–Jenn
Next Meeting: Tues, January 10 or February 7, 2022 at 6:00 pm

DeRuyter Free Library
Board of Trustees Meeting
October 11, 2022
Jenn Jones called the meeting to order.
Attendance taken–Jennifer, Amanda, Brittney, Julie, and Kate in attendance.
Secretary’s Report–Reviewed and approved May and August Minutes
Treasurer’s Report–Reviewed and approved Citizen’s Bank monthly statements
Director’s Report
–August
-had great participation and engagement! Over 100 people came in one day!
-very successful finale party (for Summer Reading Program)
–September
-Story time had very high attendance
-Started work with the Homeschool Group
-Open House
-Other Updates
-Received CLRC Grant; deciding how to best use funds
-Bridgita, who was on the Library Board in the past, husband passed away
-Thank you notes written by Director is going very well
-New water fountains with water bottle dispensers installed
-Halloween Story Walk being planned
OLD BUSINESS
Book Sale: most successful yet!
NEW BUSINESS
Bylaws: planning to review and update
–Amanda will flag sections that need updating
–Board members will update those sections as needed
ANNOUNCEMENTS: None
ADJOURNMENT
Motion–Julie 2nd–Brittney
Next Meeting: Tues, December 6, 2022 at 6:00 pm

DERUYTER FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
August 02, 2022

CALL TO ORDER- Jennifer called meeting to order.
Jennifer, Amanda, Brittney, Heidi, Julie, Maurine in attendance. Kate
absent.
SECRETARY’S REPORT- No prior meeting minutes to approve provided;
Kate will provide next scheduled meeting.
TREASURER’S REPORT- Approved as written
DIRECTOR’S REPORT-
MidYork Road Trip has brought in more than 30 new visitors- raving
reviews from participants.
Yard Sale- low participation
Record broke—87 patrons in one day with 130 checkouts!
Jr. Lego League starting soon.
Outdoor Movie plans for 2023
Vacation plans- upcoming closures discussed.
OLD BUSINESS:
Summer Reading Program- Very successful in attendance- Board
appreciates all the work Amanda has put forth to run these well
attended and enjoyed programs for the kids. Finale party is scheduled
for 08/06/2022.

NEW BUSINESS:
Book Sale- All volunteer slots are filled and looking forward to another successful sale.
ADJOURNMENT- Julie, Heidi second
NEXT MEETING: October 11, 2022 at 6pm

Respectfully submitted,
Heidi Ouderkirk

DERUYTER FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
August 02, 2022

CALL TO ORDER- Jennifer called meeting to order.
Jennifer, Amanda, Brittney, Heidi, Julie, Maurine in attendance. Kate
absent.
SECRETARY’S REPORT- No prior meeting minutes to approve provided;
Kate will provide next scheduled meeting.
TREASURER’S REPORT- Approved as written
DIRECTOR’S REPORT-
MidYork Road Trip has brought in more than 30 new visitors- raving
reviews from participants.
Yard Sale- low participation
Record broke—87 patrons in one day with 130 checkouts!
Jr. Lego League starting soon.
Outdoor Movie plans for 2023
Vacation plans- upcoming closures discussed.
OLD BUSINESS:
Summer Reading Program- Very successful in attendance- Board
appreciates all the work Amanda has put forth to run these well
attended and enjoyed programs for the kids. Finale party is scheduled
for 08/06/2022.

NEW BUSINESS:
Book Sale- All volunteer slots are filled and looking forward to another successful
sale.
ADJOURNMENT- Julie, Heidi second
NEXT MEETING: October 11, 2022 at 6pm

Respectfully submitted,
Heidi Ouderkirk

DeRuyter Free Library

Board of Trustees Meeting

March 9, 2022

Jenn Jones called the meeting to order.

Attendance taken–Jennifer, Heidi, Amanda, Brittney, Maurine, and Kate in attendance. 

Secretary’s Report–Reviewed and approved January Minutes

Treasurer’s Report–Reviewed and approved January and February statements

Director’s Report–Programming has resumed!

–Once per month an employee of the county comes in to host a program

–COVID home test kits are available for free; we’ve given away three cases so far.

OLD BUSINESS

None

NEW BUSINESS

Board Membership

–Jenn’s term has run out; she is signing up for another term (and remaining the Board President)

–Cleaning: The library is purchasing a new vacuum.

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Amanda 2nd–Brittney

Next Meeting: May 17, 2022 at 6:00 pm          

 Respectfully submitted,

Kate Meigs

DERUYTER FREE LIBRARY

BOARD OF TRUSTEES

MEETING AGENDA

March 2022

MEETING AGENDA

CALL TO ORDER

SECRETARY’S REPORT

TREASURER’S REPORT

DIRECTOR’S REPORT

OLD BUSINESS:

Budget

NEW BUSINESS:

ANNOUNCEMENTS: N/A

ADJOURNMENT

NEXT MEETING: TBD

DERUYTER FREE LIBRARY

BOARD OF TRUSTEES

MEETING AGENDA

January 2022

MEETING AGENDA

CALL TO ORDER

SECRETARY’S REPORT

TREASURER’S REPORT

DIRECTOR’S REPORT

OLD BUSINESS:

Taxes

NEW BUSINESS:

Town Meeting

Budget

ANNOUNCEMENTS: N/A

ADJOURNMENT

NEXT MEETING: TBD

November 10, 2021

CALL TO ORDER- Jennifer called meeting to order.
Jennifer, Amanda, Brittney, Heidi, Julie, Kate in attendance. Maurine
absent.
SECRETARY’S REPORT- No prior meeting minutes to approve provided;
Kate will provide next scheduled meeting.
TREASURER’S REPORT- Approved as written
DIRECTOR’S REPORT- Numbers month over month seem to be off as
patronage has increased quite a bit while circulation is not. September
had Book Fair and History program in October VERY well attended.
Future Rockets also count within the patron count.
OLD BUSINESS:
Paychex- process of switching is still underway; paperwork distributed
Juneteenth- in accordance with other MidYork Libraries, will be closed.
Preschool – Future Rockets program underway and going well. 7 enrolled
Budget- email to follow- interim shared, underway; will approve and email
school post January meeting
PTO Book Fair- thank you note received and received Scholastic bucks
given for hosting. Thank you Jennifer Jones & Missy Newton
Homeschool program- new to Programming list, very well attended
Weekly story hour- very well attended and feedback has been very positive.
Town Board meeting updates from Brittney- Elevator challenges
continuously, Building committee cadence, no mention on utility bills,
Heidi will reach out regarding utility bills thus far.
NEW BUSINESS:
Taxes- 2020 filed Ray & Co. annual taxes- copy on file in library.
Marketing class- campaign to market additional volunteers for library
Magnets design
Volunteer Status- Lost another volunteer, need to increase numberdiscussed several options to obtain more in hopes of starting Saturday
hours again.
ADJOURNMENT- Julie, Kate second
NEXT MEETING: January 12, 2022 at 6pm
Respectfully submitted,
Heidi Ouderkirk

MEETING MINUTES 

JULY 14, 2021 

Jenn Jones called the meeting to order 6:02 pm 

Attendance taken – Heidi, Jennifer, Amanda, Brittney, Julie and Maurine in attendance. Kate absent 

Minutes for May approved 

Treasurer’s Report – Reviewed and approved – Director’s salary is still not reflective 

Director’s Report – Amanda reviewed programming and stats. Computer usage and Wifi usage are up now that school is out. Summer Reading Program had about 40 sign up but 12 have come. 

Old Business – payment to town still tabled 

No new business 

Cash box will be needed for booksale. Heidi will write a check payable to herself and cash at Key Bank for the cash box 

Next Meeting – 9/22/21 6:00 (skip August due to Fair) 

Adjournment

DeRuyter Free Library 

Board of Trustees Meeting 

May 26, 2021 

Jenn Jones called the meeting to order. 

Attendance taken–Heidi, Jennifer, Amanda, Brittney, Julie, and Maurine in attendance. Treasurer’s Report–Reviewed and approved March & April Minutes 

→ Director’s Salary is still not reflective of approved raise. 

Director’s Report–Amanda reviewed programming and stats. 

→ Numbers are consistent across last two months 

→ All computers are now open without restrictions, so numbers will increase 

OLD BUSINESS 

CLRC Grant 

→ Put in for grant for CLRC relief funds to recoup our cleaning supplies and fees. 

Building Committee 

→ Formation of a building committee was discussed and suggested 

→ We have interested individuals 

→ Jenn will contact both Dan, Madison County Emergency Management, and Chuck, Town Supervisor. 

NEW BUSINESS 

Programming is back! (from COVID hiatus) 

→ Garden Club is rescheduled from last week to tomorrow night (5/27) 

→ All programs, including summer reading, are being held outdoors. 

Payment to the Town 

→ We are “tabling” the discussion and payment until we get more information. 

–What are the town’s expenses, and how much do they amount to? 

–The town received a significant amount of COVID relief 

–The town budget is “in good shape” according to town meetings 

–What do they need? 

Banking 

→ Jenn and Heidi met with the bank to add Jenn as an official signer 

→ Determined it is best to stay with current bank (instead of switching to NBT) because of record-keeping 

benefits, as well as a more user-friendly online banking experience. 

New Volunteer 

→ We have a new resident who is willing to volunteer some Saturdays. 

Summer Reading Program 

→ Dates/Times: Don’t want times to conflict with swimming lessons or school’s summer program. → Outdoor Move Showings: we no longer have a license with the movie company to show movies outdoors for free; the school does have a license, so we could possibly partner with PTO or another school-based organization, OR we could buy a license (we are getting a quote of cost) 

DeRuyter Fair 

→ Book Sale: Need volunteers 

→ Parade: We plan to participate

Future Board Meeting Dates 

→ 2nd Wednesday of the month, every other month (the “odd” numbered months) at 6:00 p.m. ANNOUNCEMENTS: None 

ADJOURNMENT 

Motion–Julie 2nd–Heidi 

DeRuyter Free Library 

Board of Trustees Executive Session 

Officer Vote 

April 7, 2021 

Attendance Taken–Heidi, Jennifer, Amanda, Brittney, Kate, Maurine, and Julie in attendance. PROPOSITION: 

Electing/Re-electing Officers 

-President (new): Jennifer Jones 

-Vice President (continuing): Maurine Brown 

-Secretary (continuing): Kate Meigs 

-Treasurer (new): Heidi Ouderkirk 

OTHER CONSIDERATIONS: 

Heidi is the current President and Interim Treasurer; she cannot remain in both positions. 

VOTING RESULTS 

Heidi nominated Jenn as President; 2nd by Julie 

→ Proposition approved (7-Yes; 0-No; 0-Abstentions) 

Julie nominated Heidi as Treasurer; 2nd by Maurine 

→ Proposition approved (7-Yes; 0-No; 0-Abstentions) 

ADJOURNMENT 

Motion–Julie; 2nd–Heidi 

Next Meeting: May 26, 2021 at 6:00 pm

DeRuyter Free Library 

Board of Trustees Meeting 

March 25, 2021 

Heidi Ouderkirk called the meeting to order. 

Attendance taken–Heidi, Jennifer, Amanda, Brittney, and Julie in attendance. 

Treasurer’s Report–Reviewed and approved February Minutes and Profit and Loss Statement. 

Director’s Report–Amanda reviewed programming and stats. 

→Circulation is steady, including SORA and online programs. 

OLD BUSINESS 

Electing/Re-Electing Officers 

→ As interim treasurer, Heidi cannot continue to hold the office of President. We will hold a special meeting to vote on Wednesday, April 7th at 1:30 p.m. 

–Nominations: 

-President (new): Jennifer Jones 

-Vice President (continuing): Maurine Brown 

-Secretary (continuing): Kate Meigs 

-Treasurer (new): Heidi Ouderkirk 

NEW BUSINESS 

Volunteer Survey: Brittney reviewed results 

→ Only received a few responses; responses received were very favorable 

Building Maintenance Concerns 

→ Committee Creation: committee will attend town board meetings & monitor building maintenance needs; Jenn and Julie volunteered; Heidi is creating a schedule for town board meeting attendance → Elevator broke again on March 22nd 

→ Leaks: Soap dispenser and toilet in patron’s bathroom are leaking; reported several months ago; no responses 

ANNOUNCEMENTS: None 

ADJOURNMENT 

Motion–Jenn 2nd–Julie 

Next Meeting: April 7, 2021 at 1:30 pm

DeRuyter Free Library 

Board of Trustees Meeting 

February 25, 2021 

Heidi Ouderkirk called the meeting to order. 

Attendance taken–Heidi, Jennifer, Amanda, Brittney, Julie, Maurine, and Kate in attendance. Treasurer’s Report–Reviewed proposed budget and financial statements from the past year. 

Director’s Report–Amanda reviewed programming and stats. 

→Our patron numbers have recovered back to normal levels 

→ Audiobook and ebook checkout has increased 

→ Internet use is high, demonstrating use during pandemic, even from the parking lot. → RB Digital (magazines) is now integrated with Libby 

→ DCS Overdrive/SORA is now integrated into library system so students can check-out mid-york materials without a library card. 

OLD BUSINESS 

Bylaws 

→ We are still amending the bylaws; a copy will be available for review when finished. Code of Ethics 

→ We have one on file; each of use need to sign it and return to Amanda for our records. Financial Advisor 

→ Heidi and Julie have scheduled a meeting with the NBT financial advisor 

→ Advisor is reviewing our Edward Jones information 

NEW BUSINESS 

Summer Reading Program 

→ Planning outdoor activities 

→ Shortened from typical timespan 

Rent Request 

→ Town Supervisor approached Amanda personally to request $100/month rent 

→ We currently pay ⅓ of building utilities 

–NBT bank, new rent-paying entity, is not contributing to utilities? (If so, we would/should pay ¼ 

of utilities; furthermore, the bank is open many more hours than the library and therefore uses more utilities) 

→ We need a formal written request, and a possible meeting with the town supervisor → How do we establish procedure? 

→ Possibility: Annual grant for building upkeep–$1,000 

→ We have significant concerns about building maintenance 

–Light bulbs blown for 4+ months (reported, but not remedied) 

–Snow removal not timely (parking and sidewalk) 

–Ice build-up on roof (unsafe) 

→ We need to speak to past board members and experts (Marianne Marr; Gerald Wood, etc.) Budget: Vote to approve the 2021 budget

→ Motion–Julie; 2nd–Brittney; Vote Approved (7–Yes; 0–No; 0–Abstentions) 

ANNOUNCEMENTS: None 

ADJOURNMENT 

Motion–Julie; 2nd–Heidi 

Executive Session to Follow this Meeting. 

Next Meeting: March 25, 2021 at 5:30 pm

DeRuyter Free Library 

Board of Trustees Meeting 

January 11, 2021 

Heidi Ouderkirk called the meeting to order. 

Attendance taken–Heidi, Jennifer, Maurine, Amanda, Brittney, Julie, and Kate in attendance. Secretary’s Report–Reviewed and approved December Minutes. 

Treasurer’s Report–Reviewed and approved December Minutes. 

Director’s Report–Amanda reviewed programming and stats. 

→Circulation numbers are increased; circulation total is higher than last year at this time (pre-COVID and 

despite elevator being currently broken). 

→Significant amount of time has been allocated to “weeding” and relabeling entire sections. 

OLD BUSINESS 

Town Utility Bill: reached out to try to make payment; have not yet gotten a response. 

NEW BUSINESS 

Bylaws: Need to be updated; Amanda will reach out to other directors seeking models of bylaws. New Members Approved 

→ Motion–Kate; 2nd–Maurine (5-Yes; 0-No; 0-Abstentions) 

Amending Meeting Dates/Times: Every 2 months at 5:30 pm 

→ Motion–Heidi; 2nd–Amanda (7-Yes; 0-No; 0-Abstentions) 

Amending Bylaws: Director, President, and Treasurer can sign checks 

→ Motion–Jenn; 2nd–Kate (7-Yes; 0-No; 0-Abstentions) 

Annual Vote on Director’s Salary–September Board Meeting 

Budget: Madison County numbers are staying the same (giving library the same amount as last year) Banking and Investments 

→ We operate with two banks–why? 

→ NBT Bank is very convenient (in building); explore options for switching banks to NBT → Investments: Reach current representative to understand investment opportunities → Investments: Contact NBT financial advisor to explore options 

New Hours 

→ Mon, Tues, Thurs 9-5 (what Amanda is currently paid for→ 24 hours total; she works much more) → Want to shift saturdays’ hours 

→ Open 5 days per week: feasible? Realistic? 

→ Need better ways to recruit volunteers 

ANNOUNCEMENTS: None 

ADJOURNMENT 

Motion–Heidi; 2nd–Jennifer

DeRuyter Free Library

Board of Trustees Meeting

December 7, 2020

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Jennifer, Maurine, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved March Minutes.

Treasurer’s Report–Reviewed and approved March-November Minutes.

Director’s Report–Amanda briefly reviewed programming and stats from the year 2020.  

→We have been able to remain open (after reopening post-state closure)

→ No programming is occurring due to COVID restrictions and cold weather

→ Numbers are low by about 200 (due to COVID circumstances and elevator)

→ Digital resources steady; BOCES and SORA have combined for 6-12 students so they don’t need 

their library cards to access MidYork resources.

OLD BUSINESS

Reviewing year’s reports

NEW BUSINESS

Budget: We do not know what the year will bring, so we will use last year’s initial budget and adjust the school tax numbers when we receive them.

→ PPE is placed under “equipment” or “cleaning supplies” categories

→ Elevator: $25,000 damage from roof leak 2 years ago; town pays that expense

Inventory

→According to MidYork, we’ve never done a true inventory, so we are planning to do so soon.

→Amanda has weeded out a ton of old books to make room on the shelves.

Minimum Standards

→ Some standards are changing, so Amanda is being trained through MidYork on the changes; we are 

updating our documents and plans to be in compliance with the standards. 

Board Member Updates and Changes

→ Maurine: Term ending; volunteered to serve another term

→ Amy: Served two terms, leaving Board of Directors; we are very grateful for her service to the library 

and community!

→ Seeking new board members; asking some people who have shown interest in the past.

→ Need a new treasurer so positions may shift.  

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Amanda; 2nd–Maurine

Next Meeting: TBD based on new membership

DeRuyter Free Library

Board of Trustees Meeting

March 9, 2020

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Jennifer, Maurine, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved January Minutes.

Treasurer’s Report–Reviewed and approved January and February Minutes.

Director’s Report–Amanda reviewed programming and stats from January and February.  

→Jan: This month typically shows a spike in number of patrons and circulation

→Feb: Numbers returned to more typical range

→Feb: “Drop-in” events (or “passive programming”) is successful because people do not have to attend 

an event at a particular time to participate; available for a more open time span

–Have always had these events after storytime, but are beginning to offer others.

→Feb: Storytime is consistently successful

OLD BUSINESS

Computers:  Determined that the number of patrons using the PCs and the types of uses do not require an 

upgrade in machines/models; Amanda updated all browsers to stay up-to-date.

LEGO Wall:  Found a solution; voted to approve purchase

→ Motion–Amy, Second–Heidi (vote: 6-Yes; 0-No; 0-Abstentions)

DVD Storage: Solved the problem without buying any new storage; using the drawers behind the desk, drawer 

dividers, and newly-divided DVD holders.

NEW BUSINESS

Floor Refinishing: Needed by computer area

Replacement Windows: ordered and delivered; next step is the physical replacement (we pay for labor)

Cleanliness/Health Precautions: Cleaning tables, keyboards, toys, and other “high traffic” objects frequently; 

hand sanitizers and tissues available on multiple tables around the library.

Safety Concerns:

→ Snow removal: not consistently or properly being completed by the town

→ New Bank Facility Downstairs: the bank and library hours do not always align, and we have no way 

to secure the library (the old staircase and elevator are not secured) when library is closed; we are going 

to bring our concerns to the Interim Town Supervisor.

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Heidi; 2nd–Jennifer

Next Meeting: May 18, 2020

DeRuyter Free Library

Board of Trustees Meeting

January 27, 2020

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Jennifer, Maurine, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved November Minutes.

Treasurer’s Report–Reviewed and approved December Minutes.

Director’s Report–Amanda reviewed programming and stats from November and December.  

→Nov: Story Time numbers have been increasing significantly.

→Nov: Patron count has balanced out to typical numbers (Halloween inflated October’s numbers)

→Dec: Paired with DCS elementary for Cards for Troops program; sent over 100 cards

→Dec: Circulation and patron numbers increased from previous month

OLD BUSINESS

Computers–pricing out options; searching for an inexpensive solution; researched what MidYork is using (and 

the models’ specifications)

NEW BUSINESS

Purchases Made:

-Printer/Fax Machine

-Playset for Children’s Room

-Magazine Rack 

2020 Budget–Reviewed and approved

→ Motion–Amy; Second–Heidi (vote: 6-Yes; 0-No; 0-Abstentions)

Donations

→ The library received six donations and will be sending thank you cards for the generosity of each.

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Amy; 2nd–Jennifer

Next Meeting: March 9, 2020          

DeRuyter Free Library

Board of Trustees Meeting

November 18, 2019

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Jennifer, Maurine, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved September Minutes.

Treasurer’s Report–Reviewed and approved September and October Minutes.

Director’s Report–Amanda reviewed programming and stats from September and October.  

→Sept: Story Time numbers are up; about 4-5 families/childcare groups

→Sept: Circulation returned to normal after typical “end-of-summer” slump

→Oct: Adult craft night very successful; filled 12 spots in 3 days; about $60 for materials, so we are 

considering financing options, including craft swaps, donation jar, etc.

→Oct: Halloween movie and craft night was well-attended

→Oct: Circulation numbers are consistent

OLD BUSINESS

Computers–speaking to Executive Director of Mid York next week (Director is visiting to check in, meet with 

our Director, and perform a needs-assessment.)

NEW BUSINESS

Printer–Office needs new printer/fax machine (troubleshooting work has been unsuccessful)

Code Blue Warming Site–agreed to be a site for Madison County again this year

Budget Considerations

→Income and expenses have remained fairly consistent, so the budget will also remain consistent, with 

the exception of the funding allotted to the following categories.

-Library Director Salary: Approved (unanimously) an increase in the Director’s Salary from 

$20,000 to $22,000).

-Books and Periodicals: Approved (unanimously) $4,500 (was $8,800)

-Programs: Approved (unanimously) $4,500 (was $2,309)

→ Budget Vote: We will vote in January on the finalized budget numbers.

Purchase Approvals

→Computers and Printer/Fax Machine: Approved (unanimously) up to $2,000 for the purchase of 4 computers and one printer/fax machine

→Playset: Approved (unanimously) up to $130 for the new Children’s Room playset

→Magazine Rack: Approved (unanimously) up to $110 for a new magazine display

→Other Expenses: Discussion of the following anticipated expenses

-Repairs/Maintenance: carpet cleaning, window repair

-Children’s Room Carpet: Need to purchase a more durable, waterproof carpet

-DVD Storage: A larger media cabinet is needed; we are seeking solutions

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Amy; 2nd–Heidi

Next Meeting: January 13, 2020

→ Rescheduled to January 27th

DeRuyter Free Library

Board of Trustees Meeting

September 9, 2019

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Jennifer, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved June Minutes.

Treasurer’s Report–Book Sale at the DeRuyter Fair was very successful in moving books, but only earned 

$409.25 ($200 less than last year).

Director’s Report–Amanda reviewed programming and stats from June, July, and August.  

→ July had 616 total patrons at 15 events.

→ Circulation up by 257 without using reading logs or requiring reading for summer reading program

→ First use of online sign-ups (34 people made use of it)

→ Did not split meetings by age groups; all ages together was very successful

→ Lots of compliments on program this year, particularly on student engagement

→ Back to typical schedule and events this month

→ Already planning for Halloween party (usually one of the fall’s most attended events) 

OLD BUSINESS

None

NEW BUSINESS

Volunteers–We don’t want to ask too much of the people we have, but we have had to close early on many days due to lack of volunteers.

→ Planning to advertise more widely and frequently.

Hot Spots–Other libraries in the area are trying mobile hotspots for sign out by patrons (about $28 per hotspot)

→ Considering meeting with representative to test out service.

Children’s Room Trash Can–Buying a larger receptacle

Structural Repairs/Maintenance Issues–Amanda will make a list of needed repairs.

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Amy; 2nd–Heidi

Next Meeting November 18, 2019

DeRuyter Free Library

Board of Trustees Meeting

June 10, 2019

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Maurine, Jennifer, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved March Minutes.

Treasurer’s Report–April’s Report (unavailable last mtg) was sent by email; May report shows we may be 

budgeting too much in the Copies & Fax category.

Director’s Report–Amanda reviewed programming and stats from May.  

→ Star wars party had high attendance.

→ Popcorn machine was well-received at LEGO movie showing

→ Craft Night for Adults had no attendance this month

→ Walk and Talk Book Club cancelled due to rain; will take place next month

→ June 29th at 12:00 is the Summer Reading kick-off event

→ Overdrive hit 200 checkouts this month for the first time ever 

OLD BUSINESS

LEGO Wall: Still exploring options

DVD Storage: Cannot find a suitable storage container that will fit our designated area.

NEW BUSINESS

Wall Hangings–Will mount TV to wall before Summer Reading kick-off

Planetarium–Spent $500 for portable planetarium visit (July 29 at 11:00 am)

Children’s Section Books–Beginning the inventory process

Teen Volunteers for Summer–Currently accepting volunteers

Adult Volunteers–Need more volunteers, specifically for Saturdays (lost one volunteer this month)

Volunteer Rewards–Want to show our appreciation twice per year (Christmas and summer)

Thursday Movies–all summer

Summer Reading Program–incentives offered include raffle tickets (Kindle Fire drawing at the end of summer); 

free books, free kids’ meals at Chipotle, and a finale party.

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Jenn; 2nd–Amy

Next Meeting September 9, 2019

DeRuyter Free Library

Board of Trustees Meeting

May 13, 2019

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Maurine, Jennifer, Amanda, and Kate in attendance. 

Secretary’s Report–Reviewed and approved March Minutes.

Treasurer’s Report–Not available; will review at next month’s mtg.

Director’s Report–Amanda reviewed programming and stats from April.  

→ Morning story time, Erie Canal Presentation, and LEGO Club/Easter Activities were most popular.

→ Book club for adults will be move back to afternoon time slot due to higher attendance in afternoon

→ New upcoming event: Walk & Talk Book Club 

OLD BUSINESS

LEGO Wall: Shipping fee was too high with current library supply company; exploring other options

NEW BUSINESS

Tax Cap and Library Budget: We increased the budget as much as is allowed, but the actual increase in dollars is minimal; it is the same for the tax cap–the percentage is increasing, but the actual dollar increase is minimal.

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Jenn; 2nd–Maurine

Next Meeting June 10, 2019

DeRuyter Free Library

Board of Trustees Meeting

April 15, 2019

Heidi Ouderkirk called the meeting to order.

Attendance taken–Heidi, Amy, Maurine, Jennifer, Amanda, and Kate in attendance.

Secretary’s Report–Reviewed and approved March Minutes.

Treasurer’s Report–Amy presented and approved expenditures.  

→ Now using Quickbooks for finances

Director’s Report–Amanda reviewed programming and stats from March.  

→ LEGO Club is growing

→ Family evening storytime is just starting but building an audience.

→ Events for every day of Spring Break

→ Would like to send a $50 donation to the Erie Canal Museum as a “thank you” for the 

presentation “The Marvel of Mules on the Erie Canal.

→ Would like to implement outdoor movies

OLD BUSINESS

Survey Results: Geneology (No), DeRuyter History Programs (In-Progress), Evening Story Time 

(Implemented), Healthy Eating, Adult Craft (Implemented), Student Art Show (In 

Progress).

NEW BUSINESS

Cleaning–Removal of old bulletin board and cleaning tools in hallway

Little Free Library–Being placed at Big M

Wool Spinning Classes–will be offered for free

Surplus Ideas:

–TV and DVD Player (~$350)     [Yes]

–Popcorn Maker (~$100-150)     [Yes]

–Rent a Slide ($350)–End of Summer Reading Program   [Hold]

–DVD Storage ($800)                 [Hold]

New Purchase: LEGO Wall (~650)         [Motion–Amy; 2nd–Heidi; Vote–6 Yes]

ANNOUNCEMENTS: None

ADJOURNMENT

Motion–Amy; 2nd–Maurine

Next Meeting May 13, 2019          

                              March 12, 2018

Amy Downs called the meeting to order.
Annual meeting.
Attendance taken – All present.
Secretary’s Report- Minutes approved as written.
Treasurer’s Report was presented for both January and
February. Approved.
Director’s Report- Book club time was discussed to possibly open up to new attendees; working professionals
could attend a later evening session. Upcoming events: Create your Own Shamrock, Peep show, Pop-up Grocery
Tour, and Book Club. Also discussed changing the dates of the Defensive Driving course per patron request.

OLD BUSINESS
Gerald’s Idea- Work is underway- Contractor Peter Vervaet is working on building the shelves.
Drop Box- Aurora presented several options yet measurements of door swing delay vote of purchase. Aurora will
present again next meeting.

NEW BUSINESS 
Book of Donations- Needs updating, Heidi will update through current.
ADJOURNMENT
Heidi made a motion to adjourn, 2 nd by Amy.

Next meeting April 9, 2018
Respectfully submitted,
Heidi Ouderkirk

***********************************************

DeRuyter Free Library

Annual Meeting of the Board of Trustees

March 12, 2018

Amy Downs called the meeting to order.
Attendance taken ~ All present.
The minutes of the 2017 annual meeting were reviewed and accepted as written.
Treasurer’s report was presented and accepted. Overall expenses less than budgeting while
income was higher.
Election of Board Members – No new members to elect at this time.
Jean Whalen has finished her second five year terms. We sincerely thank her for her service and
wish her well.
The Slate of officers for 2018 was presented as follows:
Amy Downs President
Maurine Brown Vice President
Pat Finnie Treasurer
Heidi Ouderkirk Secretary
Jennifer made a motion to accept change in officers, Jean offered second.
Heidi made a motion to adjourn, 2 nd  by Pat.

Respectfully Submitted,
Heidi Ouderkirk

***********************************************

DeRuyter Free Library
Board of Trustees Meeting
December 11, 2017

Jean Whalen called the meeting to order.
Attendance taken –All Present
Secretary’s Report- Minutes approved as written.
Treasurer’s report was presented and accepted.
Director’s report – Attendance year over year has increased
tremendously, 81 more patrons November 2017 vs 2016 and
circ is up by 320. 170 Cards were created for the Cards for
Troops Program in November. Upcoming events are School library field trip, Canal Boat Program, Charlie Brown
Christmas Tree ornament Contest, and Book Club (The Christmas List)

OLD BUSINESS
2018 Budget- reviewed as written. Broke into Executive committee to discuss merit increase, approved increase
and adjusted budget accordingly. Jean made motion to approve, 2 nd by Heidi, all in favor.
Library Director Evaluation: Broke into Executive committee to discuss financial impact to budget for merit
increase to start in January. Also discussed general tone of evaluation, areas of opportunity along with overall
annual successes.
Wood Floors: Tabled until installation of a 220 outlet. No updates
Drop Box/Shelving Donation: In process of obtaining quote for Shelving in history room- two local contractors
coming this week. Also reviewing drop box options.

NEW BUSINESS 
Volunteer Appreciation Holiday Bonus: Agreed to purchase $10 Big M gift certificates as token of appreciation to
our volunteers.
Board Term sheets reviewed. Jean Whalen’s term expires in February 2018. Brief discussion of recruitment of
additional board members.

ADJOURNMENT
Jean made a motion to adjourn, 2 nd by Pat.

Next meeting January 8, 2017
Respectfully submitted
Heidi Ouderkirk

***********************************************

DeRuyter Free Library
Board of Trustees Meeting
November 13, 2017

Amy Downs called the meeting to order.
Attendance taken –All Present
Secretary’s Report- Minutes approved as written.
Treasurer’s report- Pat made some changes within investment
portfolio to minimize loss. Reviewed income/expense for
month.
Director’s report – Circ broke 1000 mark at 1081! Overall
another excellent month! Preschool story time is doing very well- double the numbers of last year. Upcoming
events are Saga program, Sensory Play, Pop Up Grocery Tour, and Book Club. Cards for Troops has three dates
this November and the high school Honor Society will be participating.

OLD BUSINESS
Library Director Evaluation: Amy and Aurora will meet to share feedback.
2018 Budget: discussed each category, some suggested changes. Bring to next meeting for vote.
Wood Floors: Tabled until installation of a 220 outlet.
Drop Box/Shelving Donation: Aurora presented a few options she was able to find online reasonably priced. Jean
and Aurora will talk to a local craftsperson about the opportunity to have one made local, get an estimate on cost
associated. Shelving is still awaiting additional estimates.
Charter- Received confirmation that will be complete and effective January 2018.

NEW BUSINESS
Easy Reader- Aurora would like to present books in different manner such as a plastic display case to make them
easier to find and shelve.
New Member- Pat made nomination to add Jennifer Jones (DCS librarian) to the Board of Directors, Jean Whalen
2nd. Jennifer Jones agreed to serve.

ADJOURNMENT
Heidi Ouderkirk made a motion to adjourn, 2nd by Jean Whalen.
Next meeting December 11, 2017
Respectfully submitted
Heidi Ouderkirk

***********************************************

DeRuyter Free Library

Board of Trustees Meeting

October 16, 2017

Amy Downs called the meeting to order.

Attendance taken –Pat Finnie Missing

Secretary’s Report- Minutes approved as written.

Treasurer’s report- Treasurer not in attendance at meeting; will provide updated numbers via email.

Director’s report – Overall a successful month. Aurora has several events this month such as Dementia Program, Bell Witch presentation, and several events for Halloween such as an Escape Box, crafts, and trick or treating. Aurora shared Tax Cap information with Board. September had great attendance for Preschool Story Time, 41 children and 24 adults.

OLD BUSINESS

Library Director Evaluation- On hold, awaiting completion of questionnaire by all.

Wood Floors: Tabled until installation of a 220 outlet. Dan Degear agreed that next time an electrician was in building, he would have an outlet installed.

CD/DVD cleaner has arrived and works great.

NEW BUSINESS 

2017 Budget- On hold – Treasurer absent

Drop Box- Gerald proposed donation to the American Legion for flag destruction holding place. Logistics and cost involved discussed with purchasing a new book drop. Several options were presented and Aurora and Jean are going to research to present next meeting.

Shelving in History Room- Awaiting estimates

Board development- Discussed potential new Board member

Library of the Year- Awards Dinner at Red Mill October 19, 2017- Amy, Aurora, and Jean will attend.

ADJOURNMENT              

Amy Downs made a motion to adjourn, 2nd by Jean Whalen.

Next meeting November 13, 2017

Respectfully submitted

Heidi Ouderkirk

***********************************************

September 11, 2017

Amy Downs called the meeting to order.

Attendance Taken:  Missing Heidi Ouderkirk.

Secretary’s Report – minutes approved as written.

Treasurer’s Report – approved as presented.

Director’s Report – patron and circulation numbers were down, September events include: rock painting, Jeff Glave art show, book club.

Old Business:

Gerald gave us the name of Peter Vervat as a contractor for the shelves in the history room. Aurora to contact Peter for a quote.  

EZ Pass would only be a $4 profit per pass sold.  The passports would be $25 profit. Aurora will keep working on these to make sure we have all the details.

DeRuyter Library shirts can be given as a gift with a donation of $12 or more. This credit/expense will be listed under advertising.( per accountant advisement)

New Business:

Preliminary Budget – briefly discussed some increases (book purchases, postage,Madison County and Library Services contributions), decreases ( travel). Will discuss details next month.

Changes next meeting date to the 16th. Normal meeting falls on Columbus Day and the library is closed.

DVD/CD cleaner- board approved the purchase for $134.99. All in favor. Will charge $1 per CD/DVD for patrons.

Library Director Evaluation – everyone will fill one out and return to Amy ( including Aurora). Amy will meet with the board and Aurora to discuss the evaluations.  

Jeff Glave art show – scheduled for 9/23.

Reusable vs plastic bags with logo. Aurora to get some more options and get back to the board.  Leaning towards reusable bags.

Adjournment: 1st Pat Finnie       2nd  Jean Whalen

Next Meeting October 16th

Submitted by: Amy Downs

***********************************************

DeRuyter Free Library

Board of Trustees Meeting

August 14, 2017

Amy Downs called the meeting to order.

Attendance taken: Missing Heidi Ouderkirk.

Secretary’s Report – minutes approved as written.

Treasurer’s Report – approved as presented.

Director’s report –  patron numbers were up and circulation numbers were down. August events include: SRP, pop up grocery tour, book sale at the fair and Alzheimer’s Association presentation.

OLD BUSINESS:

Book sale was a huge success. All the books leftover have been boxed and are waiting to be shipped to Better World Books. Our profit this year was $570.  

Ezpass and passports on hold for now.

DFL volunteer t shirts: Volunteers have gotten their shirts.  They are some leftover. We can sell the remaining shirts for $13-15 depending on the size.

NEW BUSINESS:

NYS Family Paid Leave Act – ok to start deductions now. Information sheet included in the meeting packet.

New purchases for story hour – New format for Aurora to use. Boxed themes prepared ahead of time.

Charter paperwork needs to be resigned and resubmitted. Some of the wording needed to be changed in order for the document to read the same throughout.

Library director review – will start the review process at the next meeting.

Aurora has asked that the credit card limit be raised to $1000.00 instead of $500 per month. The board agreed.  Amy to contact the bank.

Mid York has a traveling collection for the kid/junior/ya/classics areas.  Aurora to get more details for the next meeting.

Adjournment: 1st Jean Whalen    2nd Maurine Brown

Next Meeting: September 11th

Submitted by: Amy Downs

***********************************************

DeRuyter Free Library

Board of Trustees Meeting

July 10,2017

Amy Downs called the meeting to order.

Attendance was taken: Missing Jean Whalen and Heidi Ouderkirk.

Secretary’s Report – minutes approved as written.

Treasurer’s Report- approved as presented.

Director’s Report- Patron numbers were up but circulation was down. July events planned include: SRP, AARP driving course and Eli Celata book talk and signing.

OLD BUSINESS:

Still waiting on a complete quote for the shelving in the Historical Room.

Shirts with library logo have been ordered. The changing table is here. The new computers have been ordered. ( this ended up being $251 instead of $230)

Aurora is still looking into the EZ Pass information.  ( for the library to sell EZ Pass)

NEW BUSINESS:

Jeff Glave is preparing for an art show.  Will have details at the next meeting.

A sign up sheet for the fair booth will be printed up and made available. Set up will be Thursday starting at 9:00.  The library will be closed that day due to the set up process.  Pat will get the cash box ready.  Mid York will have a “ pop up library” set up 1 of the days of the fair. Amy to verify with Danita about the library space in the Wood building.

Adjournment: Pat made a motion and 2nd by Maurine.

Next Meeting: August 14, 2017

Submitted by Amy Downs

***********************************************       

DeRuyter Free Library

         Board of Trustees Meeting

   June 12, 2017

Amy Downs called the meeting to order.

Attendance taken: Missing: Jean Whalen and Heidi Ouderkirk

Secretary’s report- minutes approved as written.

Treasurer’s report- approved as presented.

Director’s report – patron number was down from last month, but circulation number up. June events include: Arbonne, make a kite, Citizens Bank, book club, summer reading program and an author visit.

OLD BUSINESS

A new contractor ( Matt Mattot) is coming to give us an estimate for the additional shelving in the History Room.

Charter is in final stages of being done.

Drift In certificate for the volunteers will be handed out this week. Certificates are valid for 1 sundae or flurry.

NEW BUSINESS

New computer purchase- Aurora has done the research for 2 new computers. Based on this research, the Acer Chromebox is the best option for the library. Specifications are included in the meeting package.  Cost is $230 per computer.

Baby changing table purchase – It has been brought up several times that it would be helpful to have a changing table in the library. Based on research and discussion, a basic wooden changing table with shelves will be the best option for our needs. Specifications are included in the meeting package.

Library t- shirts with logo- Aurora has gotten a quote for the t-shirts. This quote is included in the meeting package. Our cost would range from $6.50-$9.00 per shirt. The shirts would be for volunteers initially. We discussed using the shirts as a fund raiser as well. We would order a few extras to be used for SRP as well.

EZ Pass- Aurora is still gathering information on selling the EZ Pass in the library.

Passport acceptance facility. Aurora to look into the possibility of offering the public the option of accepting passport paperwork here at the library.

SRP- Six weeks of SRP are planned. Multiple groups have agreed to participate this year, including: DeRuyter Co-op, DeRuyter FFA – Ag Classes, DeRuyter Fire Department, Cornell Cooperative Extension.

Adjournment: Pat made a motion, 2nd by Maurine.   

Next meeting July 10, 2017.  

Submitted by Amy Downs

***********************************************

DeRuyter Free Library

Board of Trustees Meeting

May 15, 2017

Amy Downs called the meeting to order.

Attendance taken –All Present.

Secretary’s Report- Minutes approved as written.

Treasurer’s report was presented and accepted. Chairs for computer desk have been purchased. Annual taxes have been filed.

Director’s report – Overall a successful month. Upcoming events:  May the 4^th Be With You (May 4), Erica Bailey Art Show (May 6^th), Citizens Bank Workshops (May 9^th, May 11^th), School Budget Vote (May 16^th), Make your Own Playdough (May 23^rd), Book Club (May 25^th)

OLD BUSINESS

Shelves in History Room- No updates from contractors- Aurora is going to continue to continue to pursue an estimate.

DeRuyter Library Charter- Received confirmation of completion. Payment will be remitted to receive final copy.

Flooring in the Library- On schedule for September, will need to be closed for three days.

NEW BUSINESS 

Volunteer Recognition- Board determined to recognize our wonderful volunteers we will mail them Drift In Gift Certificates yet again this year. Amy will reach out to Randy Wood to coordinate purchase.

E-Z Pass in Library- Aurora would like to explore the option to offer the purchase/set-up of E-Z Pass within the Library. She will look further into it.

Midyork Construction Grant- Amy and Aurora attended a conference to learn more about the Construction Grant offered by Midyork- Suggested we apply for grant funds to complete the History Room Shelving project. We would need proof we are able to pay for half of the estimated project and MidYork will cover the other half of the expense. Awaiting construction estimate.

In Memory of Donations- Future use was discussed and determined that In Memory Book/Journal needs to be updated. Will discuss further in reference to donation funds use, ideas presented, while Aurora will update the Book.

ADJOURNMENT             

Pat Finnie made a motion to adjourn, 2^nd by Jean Whalen.

Next meeting June 12, 2017

Respectfully submitted

Heidi Ouderkirk

***********************************************

DeRuyter Free Library

Board of Trustees Meeting

April 10, 2017

Amy Downs called the meeting to order.

Attendance taken –Pat Finnie and Maurine Brown absent

Secretary’s Report- minutes approved as written.

Treasurer’s report was presented and accepted. Influx of donations in memory of community members.

Director’s report – Preschool attendance increased from last year. Upcoming events: Easter Egg Coloring (April 6th), Citizens Bank Workshops (April 11th & 13th), Squishy Circuits (April 20th), Book Club (April 27th)

OLD BUSINESS

Shelves in History Room- No updates from contractors- Amy will check with Gerald regarding status.

DeRuyter Library Charter- Draft was completed and suggested edits have been submitted. Aurora has reached out several times unsuccessfully- no update as of yet.

Chairs Update- Previously approved chairs’ shipping exceeded budget for purchase- will reconsider alternative options such as brick and mortar furniture stores or substitute online stores. Hope to bring

 NEW BUSINESS 

Coat Rack- Three options presented for volunteer and patron usage. Option two with the Black finish and umbrella holder selected and approved.

Flooring- Estimate received for dustless floor repair. Board approved purchase. Amy will reach out to the contractor to schedule start date.
ADJOURNMENT              

Jean Whalen made a motion to adjourn, 2nd by Heidi Ouderkirk
Next meeting May 15, 2017

Respectfully submitted

Heidi Ouderkirk

***********************************************

DeRuyter Free Library

Board of Trustees Meeting

March 13, 2017

Amy Downs called the meeting to order.

Attendance taken –All present.

The minutes of the previous meeting were reviewed- one correction needed and updated in reference to Saturday hours listed vs extended. Approved with correction.

Treasurer’s report was presented and accepted.

Director’s report – Upcoming Events: March 16th Create your Own Shamrock Magnet/Pin, March 21st Peep Show, March 30th Book Club Edible Mystery’s

OLD BUSINESS

Shelves in History Room- No updates from contractors

DeRuyter Library Charter- Draft was completed and suggested edits have been submitted. Awaiting final status.

Board Development- recruitment of new board members once Charter is updated will be essential.

Chairs Update- Computer chairs will be ordered this month and sitting chairs are awaiting delivery.

NEW BUSINESS 
ADJOURNMENT              

Pat Finnie made a motion to adjourn, 2nd by Jean Whalen
Next meeting April 10, 2017

Respectfully submitted

Heidi Ouderkirk

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DeRuyter Free Library

Board of Trustees Meeting

February 23, 2017

Amy Downs called the meeting to order.

Attendance taken –All present.

The minutes of the previous meeting were reviewed and

accepted as written.  

Treasurer’s report was presented and accepted.  We greatly

appreciate Gerald’s years of dedication and service.

Director’s report – Upcoming Events: Blind Date with a Book February 1st -28th, Love Your Library Board Event February 1st-28th, Make Your Own Valentine February 9th, Card Game Extravaganza February 21st, Book Club February 23rd. Senior Tax Prep was cancelled. Annual report completed and filed.

OLD BUSINESS

Sincere thank you to Gerald Wood and Bert Ufford as their terms expire.

Comfort chairs have been ordered and awaiting arrival. Aurora presented several options for computer desk chairs- the ‘Library wood chair’ was agreed upon- 10 chairs will be ordered.

Shelves in the History room – Still awaiting an estimate by subcontractor, Dan Ashcraft. Also discussed display for primary donor.

Changing Hours of the Library- It was agreed to change the library hours, after review of historic stats. New library hours affected are Thursdays the removal of the 7pm-9pm slot yet increasing from 9:00-7:00. Also the extension of Saturday hours to 1pm. This change will be implemented on March 1st. Volunteers will be notified of changes by Aurora.

Magnets will need to be ordered now that hours have been changed with new logo.

NEW BUSINESS 

Logo- Four options were reviewed and historic honored logo was selected.

DeRuyter Free Library Charter: A discrepancy within our Library charter versus our library’s bylaws was found when completing the Annual Report- the Charter states we are to have five voting members while the Bylaws state 7. It was agreed upon that Aurora will look into changing the Charter to increase our board capacity to seven voting members.

ADJOURNMENT              

Pat Finnie made a motion to adjourn, 2nd by Jean Whalen

Next meeting March 13, 2017

Respectfully submitted

Heidi Ouderkirk

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DeRuyter Free Library

Board of Trustees Meeting

January 9, 2017

Jean Whalen called the meeting to order.

Attendance taken –.Amy Downs and Heidi Ouderkirk absent.

The minutes of the previous meeting were reviewed and accepted as written.  

Treasurer’s report was presented and accepted.  Gerald stated that we have received the money from the DCS proposition. 

Director’s report – Upcoming events Jan. 26^th , Photo 101 with Elena Haskins, and Book Club.

OLD BUSINESS

Wood floors by computers – No update as yet

Gerald presented some sample chair gliders he got from Dick Smith, for our consideration, to be installed on the bottom of chair legs to help prevent further damage.  Aurora has also done some research into these and will present her findings at the next Board meeting.  This purchase has been tabled for now.

Comfortable chairs – Gerald brought more fabric sample for us to choose from as our other choice was no longer available.

Shelves in the History room – Gerald will contact Matt about his availability for building these and obtain an estimate from him for the work.

NEW BUSINESS

Library magnets – This has been tabled for now as Aurora is working on a new logo for the library. 

Changing Library hours – Tabled for now.  We need to get numbers of users for the hours in which changes are being considered before changing.  Some ideas for changes were – no longer having the 7 to 9 pm slot on Thursday but instead staying open til 7 pm like on Tuesdays, also extending the Saturday hours 9 am to 1pm.

We discussed possible names for new Board Members.

ANNOUNCEMENTS         

EXECUTIVE SESSION

ADJOURNMENT

Bert Ufford made a motion to adjourn, 2^nd by Gerald Wood

Next meeting February 13, 2017

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

December 12, 2016

Amy Downs called the meeting to order.

Attendance taken – Pat Finnie absent.

The minutes of the previous meeting were reviewed and accepted as written.  

Treasurer’s report was presented and accepted.

Director’s report – Upcoming events – Board Game Extravaganza 12/27 all day, Book Club 12/29 1pm.

OLD BUSINESS

Wood Floors – Gerald tried to contact Matt Lagoe about what is the best way to refinish the floor but didn’t connect with him.  Gerald will try again.

Comfortable Chairs – Gerald contacted Dick Smith and brought fabric samples for us to choose from.  Gerald will contact Dick again to see about getting two separate chairs in the chosen fabric and a price for the purchase.  The purchase of new computer chairs has been tabled for now, Gerald will as Dick if there are other choices available.

NEW BUSINESS

Aurora has been contacted by an Ithaca college student who has requested an intern position at the Library for the month of January.  This will be at no cost to the Library.  The Intern will take part in improving our social media and may also do photography program for our patrons.

Charging Station – Ebsco will provide a free charging station for our patrons use.  This will allow patron to charge items such as phones, i-pads, kindles, etc..

Gerald suggested we have some more bookshelves built to be put in the History room under the windows, and that we have Matt Lagoe do the construction as he built the others.

We need new Board members as Gerald and Bert’s term end in February.  Please bring suggestions for new members to our next meeting.

ANNOUNCEMENTS         

EXECUTIVE SESSION

ADJOURNMENT

Jean Whalen made a motion to adjourn, 2^nd by Maurine Brown

Next meeting January 9, 2017

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

November 14, 2016

Amy Downs called the meeting to order.

Attendance taken – Heidi Ouderkirk and Maurine Brown absent.

 The minutes of the previous meeting were reviewed and accepted as written.  

 Treasurer’s report was presented and accepted.

 Director’s report – Upcoming events – 11-19 Party for Jean Browngart, 11/29, 12/1 & 12/3 Cards for Troops,

Book Club 12/1 and 12/29.

 OLD BUSINESS

 Jean Whalen made a motion to adopt the 2017 proposed budget, 2^nd by Pat Finnie.  Motion passed unanimously.

 Wood Floors – Gerald will contact Matt Lagoe about what is the best way to refinish the floor.

 Comfortable Chairs – Gerald did contact Dick Smith but hasn’t heard back from him yet.  Gerald will contact him again.

 NEW BUSINESS

 Jean’s Party – set up will take place at 1:30 pm.  Party is from 2-4 pm on November 19^th.

 Knots of Love- The program will continue with a new co-ordinator taking over for Rose.

 Coffee –  The Board is still against the idea of having coffee served in the Library.

 ANNOUNCEMENTS         

 EXECUTIVE SESSION

 ADJOURNMENT

Amy Downs made a motion to adjourn, 2^nd by Gerald Wood

Next meeting December 12, 2016

 Respectfully submitted

 Bert Ufford

DeRuyter Free Library

Board of Trustees Meeting

October 17, 2016  

Amy Downs called the meeting to order.

 Attendance taken – All present.

 The minutes of the previous meeting were reviewed and accepted as written.  

 Treasurer’s report was presented and accepted.

 Director’s report – Paint Night with Erica Bailey, Oct. 20^th, 7pm, Book Club Oct. 27^th.  New service that is being offered by MidYork, Envision ware for wireless printing.  The cost of this service would be $500 per year.  Aurora will bring more information on this for our next meeting.

 OLD BUSINESS

 Wood floors by computer area – Gerald suggested we contact Matt LaGoe about what finish was used on the floors during reconstruction.

 Paper Towel/Soap dispenser for Children’s room – The Board approved the purchase of these items from Amazon.

 NEW BUSINESS

 Comfortable chairs for the library- Gerald will contact Dick Smith to see if chairs matching the sofa can be purchased, and also for computers.

 Board Member terms – Gerald Wood and Bert Ufford terms are up in February 2017.  Names of possible replacement board members were discussed.

 The 2017 Budget to be voted on in November was the focus of the remainder of the meeting. 

 ANNOUNCEMENTS         

 EXECUTIVE SESSION

 ADJOURNMENT

Jean Whalen made a motion to adjourn, 2^nd by Pat Finnie

Next meeting November 14, 2016

 Respectfully submitted

 Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

August 8, 2016 

Amy Downs called the meeting to order.

 Attendance taken – All present.

 The minutes of the previous meeting were reviewed and accepted as written.  

 Treasurer’s report was presented and accepted.

 Director’s report – Programs going well.  SRP ends this week.  Story hour with Danita Kinner “Seashore”8/15/16, Paint Night with Erica 8/25/16.

 OLD BUSINESS

 DeRuyter Firemen’s Fair – If available please meet at the Library at 9 am on Thursday, August 11 to load books to be taken to and set up at the Fair.  Cash box will once again be kept in the Main Headquarters building when sale is closed.  Aurora will print price lists to hang at the Fair.  Prices will be the same as in the past.  Paperback 25¢ each or 5 for $1.00, Hardcovers $1.00 each or 6 for $5.00.  With fill a bag sale on Sunday.

 The Library will be closed all day August 11^th, please come and see us at the Fair.

 Lap top purchase – The laptop will purchased through MidYork and will be sent to us when everything has been installed and ready for use.

 NEW BUSINESS

 Gerald will check with Randy, at the Drift In before our next meeting to pay for volunteer certificates.

 MidYork Library Board – We have been requested to nominate someone to become a member of the MidYork Library Board.  Aurora will check with Maryann Marr to see if she is interested and then put out an e-mail to all volunteers to see if there is and interest there.

 ANNOUNCEMENTS         

 EXECUTIVE SESSION

 ADJOURNMENT

Heidi Ouderkirk made a motion to adjourn, 2^nd by Bert Ufford

Next meeting September 12, 2016

 Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

July 9, 2016

Amy Downs called the meeting to order.

Attendance taken –Julie McIntosh absent.

The minutes of the previous meeting were reviewed and accepted as written.  

 Treasurer’s report was presented and accepted.

Director’s report – Programs going well.  SRP starts next week.  Erica may have another Paint Night in August.

 OLD BUSINESS

 New Laptop purchase – Aurora presented a couple of options for purchase.  She will check with MidYork to see if the one chosen meets the requirements and then go ahead with purchase.  Jean Whalen made a motion to purchase  new laptop 2^nd by Bert Ufford.  Motion passed unanimously.

 Joyce McMasters has requested a written request for removal of the Tioughnioga Lake Association and Tioughnioga Lake Preservation Foundation’s file cabinet.  Amy Downs will compose and mail the requested letter.

 NEW BUSINESS

 It is with much sadness that we accept the resignation of Board member Julie McIntosh.  We thank her for her service and wish her well.  Jean Whalen made a motion to nominate Pat Finnie to fill the Board vacancy and finish Julie’s term, 2^nd by Heidi Ouderkirk.  Motion passed unanimously.  Welcome our current volunteer, Pat, and thank you for joining our Board of Trustees.

 Fair Book Sale – Set up for the fair will be Thursday morning 8/11/16.  Amy Downs will contact Danita to reserve our space in the Wood building.  Gerald asked that we get about 40 shipping boxes for Better World Books before the end of the fair to make the removal process easier.  Aurora will put out a sign-up sheet at the Circ desk for volunteers to sign up to cover 2- hour time slots at the fair.

 ANNOUNCEMENTS         

Gerald suggested a new program – Pokemon.

 EXECUTIVE SESSION

 ADJOURNMENT

Gerald Wood made a motion to adjourn, 2^nd by Amy Downs

Next meeting August 8, 2016

 Respectfully submitted

 Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

June 13, 2016

Amy Downs called the meeting to order.

Attendance taken –Julie McIntosh, Heidi Ouderkirk absent.

The minutes of the previous meeting were reviewed and accepted as written.

Treasurer’s report was presented and accepted.

OLD BUSINESS

Lake Association File Cabinet – We welcomed Carol Jeschke and Joyce McMaster to our meeting.  These ladies spoke to us about what would be kept in the file cabinet located currently in the History room and who would have access to it, along with giving us some background information about each of their respective entities (Tioughnioga Lake Preservation Foundation and Tioughnioga Lake Association).  After careful consideration, it was decided unanimously that the due to space constraints for our own items we would ask to have the cabinet removed.  If we can’t house things for the all other individual groups, in all fairness, we can’t do it for one.

NEW BUSINESS

 New Laptop purchase – Aurora will get quotes form Mid York for next month’s meeting.

 Yard Sale – The DeRuyter Town Sales date is set for July 9^th.  We will have our usual book table set up for donations and may have extended hours for the day.

SRP Schedule – Mon. Pre School July 11^th – August 8^th, Tues., July 12^th – August 9^th, 1^st grade – 3^rd grade @ 9:30-10:30, and 4^th grade – 6^th grade @ 11:00-12:00

Library proposition results – 5/17/2016 public vote were 174 yes votes and 32 no votes, the proposition passed by 84%.

ANNOUNCEMENTS

We were featured on New York Upstate, Facebook page.  Gerald will conduct a tour of the Library for Alumni weekend.

EXECUTIVE SESSION

ADJOURNMENT

Gerald Wood made a motion to adjourn, 2^nd by Jean Whalen

Next meeting July 11, 2016

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

May 9, 2016

Amy Downs called the meeting to order.

 Attendance taken –All present.

 The minutes of the previous meeting were reviewed and accepted with a few minor changes. Changes were to last name spelling and title for Carol Jeschke and last name spelling for Ray Schwock. As we were unaware that there are two seperate entities concerning the Lake, (Tioughnioga Lake Association and Tioughnioga Lake Preservation Foundation) we mistakenly addressed Carol by the incorrect title.

Treasurer’s report was presented and accepted.

OLD BUSINESS

 Outside Bike Rack – Jean Whalen made a motion to purchase from Amazon an outside bike rack for $319.99, motion 2^nd by Julie McIntosh.  Motion passed unanimously.

 Lake Association File Cabinet – Carol Jeschke could not make it to this month’s meeting will try to and attend June’s meeting.

 990 Tax Form – Gerald reported that the 990 Tax form is complete and has been submitted.  Ray Sschwock was able to complete this at a significant savings over the Bonidio Group. Ray & Co. does not digitalize our books, but we have the 990 copy. So far Gerlad has kept our books and statements anyways. Also, Ray issued a letter acknowledging, as accurate, our cash balance for 2015. 

 NEW BUSINESS

 Volunteer recognition – Amy D. will contact Randy at the Drift In and see if it is okay to do certificates again this year for all volunteers for either a sundae or a flurry.

 ANNOUNCEMENTS

 EXECUTIVE SESSION

 ADJOURNMENT

Maurine Brown made a motion to adjourn, 2^nd by Bert Ufford

Next meeting June 13, 2016

 Respectfully submitted

Bert Ufford

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       DeRuyter Free Library

           Board of Trustees Meeting

           April 11, 2016

Amy Downs called the meeting to order @ 7:05pm.

Attendance taken-  Bert Ufford and Heidi Ouderkirk absent.

The minutes of the previous meeting were reviewed and accepted.

Treasurer’s report presented and accepted.  Expenditures for March were $ 2,942.16.

Director’s Report– Tax preparation programs have been a success as well as the St. Patrick’s shamrock making and the 7 entries for the Peep Show! Upcoming events: Earth Day Display all April, an additional Never Too Old Coloring Day to be held April 7th and 26^th, and a Up Cycle program –turning old jeans or sweatshirt into something useful on 4/28. Stats were up from last month and our local artist, Erica Bailey, will be conducting a Paint Night on May 19^th from 3-5pm to offer a basic watercolor class.

Old Business

Dan Degear has OK’ed a commercial bike rack for outside the main door. Carol Jeschke, from the Lake Preservation, met with Aurora about the file cabinet. No key has been found yet, but they wish to store more Lake Preservation files with Lake Association at the library (which can be digitized) and will give us a yearly donation.  We will ask a representative to attend our next trustees meeting to clarify how much material they have and where we will store it.

New Business

1.The 990 needs to be filed in May. The representative from the Bonadio Group he has been working with left and Gerald contacted a new more economical company that can digitize his longhand accounts. Ray Schwock from New Woodstock as agreed to do this for us this year and all agreed to break from Bonadio at this time.

2. National Library Week and Library workers Appreciation on April 19th.
3. Material for the Budget Vote in May has been given to DCS.
4. Discussion on how to add to the Historical Room the remaining Memorial plaques and pictures of significance we have left.

Adjournment– Motion to adjourn made by Julie McIntosh, 2^nd   by Gerald Wood @ 8:00pm

Next meeting May 9, 2016

Respectfully submitted,

Jean Whalen

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DeRuyter Free Library

Board of Trustees Meeting

March 14, 2016 

 Amy Downs called the meeting to order.

 Attendance taken –Julie McIntosh absent.  We welcome our newest Board member Heidi Ouderkirk.

 The minutes of the previous meeting were reviewed and accepted as written. 

Treasurer’s report was presented and accepted.   Gerald has sent our annual letter to the School requesting the Library proposition be added to the May budget vote.

 Director’s report –Upcoming programs – Tax Prep 3^rd day added for March 29^th.  Make and take a Shamrock pin or magnet 3/17, Peep Show 3/22.

 OLD BUSINESS

 Motion was made by Jean Whalen to adopt the Conflict of Interest Policy and Whistle-blower Policy with changes made, 2^nd by Gerald Wood.  Motion passed unanimously.

 NEW BUSINESS

 Outside Bike Rack – Amy D, will contact Dan Degear for approval and Aurora will present possible choices for approval.

 Lake Association File Cabinet – Aurora will check with Maryanne about accessibility.

 ANNOUNCEMENTS

 Scholastic Books – Aurora has purchased books with money credited to us from past sale.  We now have 14 new items which include audio books, YA books and some graphic novels.

 EXECUTIVE SESSION

 ADJOURNMENT

Gerald Wood made a motion to adjourn, 2^nd by Maurine Brown

Next meeting April 11, 2016

 Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Annual Meeting of the Board of Trustees

February 8, 2016

Amy Downs called the meeting to order.

 Attendance taken ~ Jean Whalen absent. 

 The minutes of the 2015 annual meeting were reviewed and accepted as written.

 Treasurer’s report was presented and accepted.

 Election of Board Members –

 Nancy Schlosser has finished her second five year term, we thank her for her service and wish her well.  Nancy’s replacement will be Heidi Ouderkirk.

 Gerald Wood has agreed to stay on for another year.  Thanks Gerald.

 The Slate of officers for 2016 was presented as follows:

           Amy Downs    President

Jean Whalen    Vice President

Gerald Wood  Treasurer

Bert Ufford     Secretary   

 The secretary cast one ballet for the slate of officers. 

Bert Ufford made a motion to adjourn, 2^nd by Gerald Wood.

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

February 8, 2016 

Amy Downs called the meeting to order.

 Attendance taken –Jean Whalen absent, Bert Ufford and Maurine Brown arrived late.

 The minutes of the previous meeting were reviewed and accepted as written. 

Treasurer’s report was presented and accepted.  

Director’s report –Upcoming programs – Make your own Valentine’s (2/11, all day), Senior Tax Prep 2/16 and 3/8, Board Game Extravaganza (2/18, all day), Knots of Love 2/23. And Book Club 2/25.

 OLD BUSINESS

 Piano – Names were put into a hat and the new owner of the piano is Shari Elliott.

 NEW BUSINESS

At the recent DAC meeting Aurora attended it was advised that we develop the following policies, Conflict of Interest and Whistle Blower.  Amy Downs and Aurora will work on the development of these policies and bring to the Board for final approval.

 ANNOUNCEMENTS

 EXECUTIVE SESSION

 ADJOURNMENT

Julie McIntosh made a motion to adjourn, 2^nd by Nancy Schlosser

Next meeting March 7, 2016

 Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

January 11, 2016

Amy Downs called the meeting to order.

Attendance taken – Nancy Schlosser and Julie McIntosh absent.

The minutes of the previous meeting were reviewed and accepted as written.

Treasurer’s report was presented and accepted.  We will carry over a portion of the 2015 book budget into 2016.  This is because of the change in personnel and the long wait period for a new credit card to be issued in Aurora’s name.  No card made for no purchases and hence the money left in the budget for purchase of books.

Director’s report – Upcoming programs – 1/12 Lego Build, 1/21 Brain Teaser Trivia, 1/26 Knots of Love, 1/28 Book Club

OLD BUSINESS

 Music Net – This service will continue for the month of January and then be done.

Piano – We can let it go to some needy home.  Amy D. will contact Mrs. Stearns at school and see if she has a student in need of a piano.  If no interest there we will then look to other areas for removal.

NEW BUSINESS

 Purchasing Pen/Bookmarks that advertise the Library – We will not be going with the pushy salesperson that keeps contacting Aurora as we prefer to use local sources.  Aurora will look into other providers and bring her findings to Board again.

Board member terms – Gerald has agreed to continue on for another year.  Nancy Schlosser’s term is up, we will need to find a replacement for her position.

ANNOUNCEMENTS

Our Annual meeting will take place before our regular meeting on February 8, 2016, at 7pm, immediately followed by our regular meeting.

EXECUTIVE SESSION

ADJOURNMENT

Gerald Wood made a motion to adjourn, 2^nd by Jean Whalen

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

December 14, 2015

Amy Downs called the meeting to order.

Attendance taken – Jean Whalen absent.

The minutes of the previous meeting were reviewed and accepted as written.

Treasurer’s report was presented and accepted.

Director’s report – Upcoming programs – Knots of Love 12/15, Volunteer Christmas Party 12/18, and National Card Playing Day 12/29

OLD BUSINESS

 2016 Budget – Gerald and Aurora were able to complete and submit the required information for the State Comptroller online, and was it accepted as within the limits.  Julie McIntosh made a motion to adopt the 2016 Budget as presented, 2^nd by Nancy Schlosser.  Motion passed unanimously.

Piano – Amy D will check with Amy C to see what direction to take.

Bulletin Board – Aurora presented several to choose from.  Motion made by Julie McIntosh to purchase a 3’by4’ wooden frame bulletin board from Amazon, 2^nd by Nancy Schlosser.  Motion passed unanimously.

Laminate Machine – Aurora presented several to choose from.  Motion made by Julie McIntosh to purchase a lamination machine from Amazon, 2^nd by Amy Downs.  Motion passed unanimously.

NEW BUSINESS

Coffee/Hot Tea – as decided previously, we will not make this a service we provide.

Music Net 2016 – we will not renew our service for this for 2016.

ANNOUNCEMENTS

 EXECUTIVE SESSION

ADJOURNMENT

Julie McIntosh made a motion to adjourn, 2^nd by Nancy Schlosser

Next meeting is on January 11, 2016.

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

November 9, 2015

Amy Downs called the meeting to order.

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DeRuyter Free Library

Board of Trustees Meeting

October 12, 2015

Amy Downs called the meeting to order.

Attendance taken –Julie McIntosh and Maurine Brown absent.

The minutes of the previous meeting were reviewed and accepted as written.

 Treasurer’s report was presented and accepted.

 OLD BUSINESS

 It is with deep regret that we say goodbye to Amy Curtis, a Farewell reception will be held on Saturday November 7^th from 2-3pm.  Set up will be at 1:30pm.  Amy D., will get a sheet cake, Jean W will get punch, and Bert will make invitations and get paper products and utensils.  We cannot thank Amy enough for all that she has done to make the Library what it is today and we wish her well in her next grand adventure.

NEW BUSINESS

We welcome our new Director Aurora Cookhouse, on Monday, October 19^th.  Aurora will be transitioning that week with Amy to take over on her own the following week.  Amy C, has agreed to be on call as needed if questions or concerns arise.

Piano – What to do with the piano has been tabled for now.

CNY Living History Center- A member of the museum visited the library recently.  They have requested to borrow our “Coat Hanger Plaque”.  They would like to use this in a display at the museum for a School House exhibit.  There will be a plaque with DeRuyter Free Library on it so people know what it is and where it came from.

The remainder of the meeting was spent on developing our 2016 Budget.

ANNOUNCEMENTS

EXECUTIVE SESSION

ADJOURNMENT

Nancy Schlosser made a motion to adjourn, 2^nd by Gerald Wood

Next meeting is on November 9, 2015.

Respectfully submitted

Bert Ufford

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DeRuyter Free Library

Board of Trustees Meeting

August 10, 2015

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DeRuyter Free Library

Board of Trustees Meeting

June 9th, 2014

December 9, 2013