Macedon Public Library Board of Trustees

Minutes of the February 17, 2016 Meeting

Community Room in Macedon Public Library

Macedon New York


Warren Jeffries, Vice President, called the regular meeting of the Board of Trustees for the Macedon Public Library to order at 12:20 p.m.


Present: Carol Deys, Kim Leonard, Nick Deming, Stacey Wicksall, June Hamell, Gary Crane, Steve Hanrahan, Nancy Simpson, Mert Bartels and Warren Jeffries.

Absent: Anne Stahr, Helen Darrow,  Sandy Pagano


AGENDA APPROVAL: RESOLVED, that the agenda for the February 17, 2016, meeting is approved on motion by W. Jeffries and second by G. Crane with correction of Advocacy date – March 2.  Motion carried.


APPROVAL OF MINUTES:  RESOLVED, that the minutes of the January 17, 2016, meeting are approved as written, on motion by N. Simpson and second by S. Hanrahan. Motion carried.


FINANCIAL REPORT:  RESOLVED, that the Balance Sheet report dated 12-31-2015 be accepted on motion by S. Hanrahan with second by N. Simpson. Motion carried.  RESOLVED, that the Balance Sheet report dated 1-01- 2016 be accepted on motion by S. Hanrahan with second by C. Deys. Motion carried. RESOLVED, that K. Leonard is authorized to write a check for no more than $250 for the adult program, Brain Buster Trivia, occurring on March 19 on motion by N. Simpson with a second by S. Hanrahan. Motion carried.    


APPROVAL OF EXPENDITURES: Three trustees verified claims 20-33 of Abstract 2-2016. RESOLVED, that payment be made of claims 20-33 inclusive in the amount of $10,452.30, on motion made by S. Hanrahan and second by M. Bartels.  Motion carried.


DIRECTOR’S REPORT (WITH STAFF UPDATES): S. Wicksall reported that the relocating of materials in the library has been well received by the patrons.  The Director also shared that Macedon Public Library was ranked 7th in circulation in the 42 member Pioneer Library System for the month of January. She shared that the library has applied for a Rural Gateways grant to host fiction book discussion groups that connect to scientific themes.  Any money awarded will cover supplies and the costs to hire a scientist to moderate the book discussion.   The Director shared the proposal for the “Small Business Start-up and Survival” workshops in which the library is partnering with SCORE (formerly known as Service Corps of Retired Executives).  RESOLVED, to accept the proposal as the Director presented it on motion by C. Deys with a second by G. Crane.  Motion carried.  S. Wicksall requested permission to purchase “littleBits” electronic building blocks.  She will have a kit for the next board meeting to explain further how these can be used.  The Director also shared a copy of the annual report to New York State which has been approved by Pioneer Library System.  RESOLVED, that the Library Board of Trustees approves the Annual Report as submitted on motion by N. Simpson and seconded by S. Hanrahan.  Motion carried.  


IT UPDATES: N. Deming reported the 2 monitors at the circulation desk have been upgraded.  The Square account is set up and we are waiting for financial information at the library end.  A grant from PLS has been approved for Chrome boxes and network switches. PLS will order the items and distribute them.  


BULLIS ROOM REPORT: Pre-read - S. Wicksall commented that the general common fiction is being covered in mylar in preparation for barcoding and spine labels.


FRIENDS/CRUMPL REPORT:  Pre-read –  No comments or discussion.


TOWN LIAISON: S. Wicksall, in the liaison’s absence, reported that the Town Board has approved the Wine Glass Painting Class in April where all proceeds except the materials fee will be donated to MS.  She also commented on the waiver for participant signature for Special Programs having to do with insurance and activities that occur outside of library normal hours.  S. Wicksall will look into “event insurance” or supplemental insurance to cover sleepovers and other activities that might occur outside of normal library hours.



TRUSTEE HANDBOOK: A discussion was had on the Duties and Responsibilities of a Board member.  It was suggested that as a part of orientation, new members should be given a complete tour of the library.  The question of Board Self-Evaluation was discussed.  In October tentative plans were made for a self-evaluation and in November that was postponed to January 2016.  M. Bartels will phone PLS to ask if there is a form available.  Under duties of officers, it was noted that G. Crane is serving as the Finance Officer.  Next assignment is to read pages 25-40.  


LIAISON TO THE TOWN BOARD: S. Hanrahan reported that the Town Board has approved the Wine Glass painting class.



LIBRARY ADVOCACY TRIP:  Advocacy Day in Albany is March 2.  A. Stahr and H. Darrow from the Library Board will be attending.  Deadline for sign-up is February 23.


OATH OF OFFICE:  The Oath of Office was read and signed with Kathy Koehler notarizing all signatures.



RESOLVED, that the meeting adjourn at 1:49 p.m., on motion by W. Jeffries and second by M. bartels.  Motion carried.  The next meeting will be March 16, 2016 at 12:15 p.m. in the Community Room at the Macedon Public Library.



June Hamell