Macedon Public Library Board of Trustees


Minutes of the February 27, 2017 Meeting

Community Room Macedon Public Library

Macedon New York



Present: Helen Darrow (President), Stacey Wicksall (Director), Gary Crane (Financial Officer), Carol Deys, Nancy Simpson (Secretary), Steve Hanrahan (Vice President), Chris Harris (Treasurer), and June Hamell (Scribe).


Absent: Christina Henley, Sandy Pagano (Town Board Liaison)


H. Darrow, President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:35 p.m.


APPROVAL OF AGENDA: RESOLVED, on motion by S. Hanrahan to approve the agenda with a second from N. Simpson.  Motion carried.


 APPROVAL OF MINUTES:  RESOLVED, that the minutes of the January 23, 2017 meeting are approved on motion by S. Hanrahan and second by H. Darrow. Motion carried.


ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES:  Treasurer, C. Harris, and G. Crane, Financial Officer

The treasurer is currently waiting on information from the Town of Macedon to reconcile our accounts.  G. Crane will contact the Town Supervisor to follow up on the memo from last month’s meeting, inquire about the sources of the interest check received in January, and the reconciliation of the Bullis accounts along with the additional funds that were given to the Town from the Bullis estate.  The three trustees which verify the claims of the Abstract will always include Gary, along with two other rotating volunteers.  For March’s abstract it will be S. Hanrahan and C. Deys. G. Crane, the financial officer, will reconcile the abstract, bank statement and Quickbooks.  The Director will allocate all checks/vouchers to adult, teen, child, general, grant. Because the Town is the lead agency on the Bullis Fund, it will be removed from the assets of the Macedon Public Library.

Three trustees verified claims 10-33 of Abstract 2-2017. RESOLVED, that payment be made of claims 10-33 inclusive in the amount of $11,735.40, on motion made by H. Darrow and second by S. Hanrahan.  Motion carried.


DIRECTOR’S REPORT: Macedon Public Library was in 5th place of 42 libraries in the Pioneer Library System for circulation for the month of January.  The Director reported that she has received many positive comments and that the 1000 Books Before Kindergarten campaign has been well received.  



Budget:  G. Crane reported that the Budget Committee met last week.

Policy:  H. Darrow reported that the Policy Committee has continued through Personnel and Operations.  Next meeting will be March 20 at 6 p.m.  S. Wicksall asked that everyone read  both policies for corrections. The Director will send C. Harris, Treasurer financial policy which includes the investment policy and cash management policy for review.


TOWN LIAISON: S. Pagano (Absent)


BULLIS ROOM REPORT: Pre-read and no questions.





FREE PRINTING FOR JOB APPS: RESOLVED, on motion by S. Hanrahan that we permit people searching for employment to print job applications, resumes and cover letters for free up to 10 pages/day/individual.  Motion was seconded by G. Crane and was carried.


DISCUSSION OF REFERENDUM VOTE:  RESOLVED, the Board of Trustees authorized a 259 vote in the Palmyra-Macedon School District  for increased funding on motion by H. Darrow  and a second from S. Hanrahan. Motion was carried. 



FORMATION OF NEW COMMITTEES: Referendum Committee will be S. Hanrahan and G. Crane. Trustee recruitment committee will be led by H. Darrow. For the Director Evaluation Committee, S. Wicksall suggested that the President get in touch with Ron Kirsop at Pioneer Library System for templates. The Renovation Committee has been placed on hold.

PURCHASE OF NEW COMPUTERS: RESOLVED, on motion by G. Crane to purchase two staff computers and a laptop through the Pioneer Library System consortium contract with Hewlett Packard for the amount of $1,731.96 and a second from C. Deys.  The items carry a 3 year warranty and will be purchased through the Equipment Reserve.  Motion carried.

MACEDON MESSENGER: The Board of Trustees agreed that the Library will not contribute to the Spring Macedon Messenger but will provide the MPL Postal Permit for the Town’s use.  The Town will be responsible for the postage.

REIMBURSEMENT FOR UPDATED NOTARY STAMP:  Kathleen Koehler, staff member who does our notarizing, must have an updated notary public stamp.  RESOLVED, on motion by N. Simpson to reimburse Kathleen Koehler for purchase of the updated notary public stamp with a second by C. Deys.  Motion carried.

TRUSTEE WORKSHOP: President, H. Darrow, and Director, S. Wicksall, attended the workshop.  Two take aways were that everyone should know the mission and the each month a small portion of the Trustee Manual should be read and discussed.


ADJOURNMENT: RESOLVED, that the meeting adjourn at 8:37 p.m., on motion by S. Hanrahan and second by G. Crane.  Motion carried.  The next meeting will be March 27, 2017 at 6:30 p.m. at the Library.



June Hamell