Macedon Public Library Board of Trustees

Minutes of the March 16, 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 12:23 p.m.


Present: Helen Darrow, Kim Leonard, Nick Deming, Stacey Wicksall, June Hamell, Gary Crane, Steve Hanrahan, Nancy Simpson, and Warren Jeffries.

Absent: Carol Deys, Mert Bartels, Anne Stahr, Sandy Pagano


AGENDA APPROVAL: RESOLVED, that the agenda for the March 16, 2016, meeting is approved on motion by N. Simpson and second by S. Hanrahan.  Motion carried.


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


ELECTION OF PRESIDENT/VICE-PRESIDENT:  RESOLVED, on motion by G. Crane and a second from S. Hanrahan to accept the resignation from the Board and as President of the Board of C. Anne Stahr. Motion carried.  RESOLVED, that W. Jeffries be appointed President of the Library Board of Trustees on motion by N. Simpson and a second by S. Hanrahan.  Motion carried.  RESOLVED, that M. Bartels be nominated to serve as Vice President subject to his approval on motion by N. Simpson and a second by S. Hanrahan. Motion carried.  


FINANCIAL REPORT:  K. Leonard will email the Treasurer’s Report for discussion at next meeting.  New York State Workers’ Compensation Auditor reviewed the 2015 books on March 16, 2016, and the Macedon Public Library is in compliance.


APPROVAL OF EXPENDITURES: Three trustees verified claims 34-51 of Abstract 3-2016. RESOLVED, that payment be made of claims 34-51 inclusive in the amount of $6,379.02, on motion made by G. Crane and second by S. Hanrahan.  Motion carried.


DIRECTOR’S REPORT (WITH STAFF UPDATES): S. Wicksall reported that patrons with young children are enjoying the new Discovery Room area (formerly the story time room).   She shared plans for foyer redecorating and the Board directed her to get quotes for the installation 3-4 shelves and a “spotlight” sign.  She shared the possibility of digitizing local business cards and events to be placed on our webpage.  The Director also shared that we are getting a Cornell Cooperative Extension pamphlet rack.  The bottom row will be for Cornell Cooperative information and remaining rows for our use.  This will be placed in the hallway.  The Director also discussed providing art gallery cable hanging system for our artist displays.  More information will be discussed at the next meeting.  There was a discussion on having a financial and procedural audit later in the year.  G. Crane will set up a meeting of the previous budget committee to discuss options.  S. Wicksall will obtain info on three possible firms.  The Board did not endorse a suggested policy of “We don’t show any movies with smoking in for ages 12 and under.”   The Director 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.


IT UPDATES: N. Deming reported he will be rewiring the network closet and installing the network switches.  He has looked into fax issues.  We currently use a traditional fax with VOIP line.  He suggests moving to an internet fax gateway such as GoDaddy where the Xerox copier would scan and send to the fax number.  It would cost $10-20 per month.  All inbound faxes would go to a regular email box.  We would receive a new fax number.  Our fax price would still remain $1/page.  RESOLVED, N. Deming be authorized to set up the above internet fax gateway on motion by G. Crane with a second by S. Hanrahan.  Motion carried.


BULLIS ROOM REPORT: Pre-read – J. Hamell commented that the general common fiction is being covered in mylar.


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


TOWN LIAISON: S. Pagano reported via email that the HVAC energy saving are going well.  She also shared that after the next book sale we will have to find a different place for book storage other than the Public Safety Building. She is making some inquiries also.  



TRUSTEE HANDBOOK:  Discussion of pages 25-40 has been tabled until the next meeting.  


LIAISON TO THE TOWN BOARD: S. Hanrahan reported that A. Stahr’s resignation was reported to the Town Board.


NEW BUSINESS:  No additional new business.



RESOLVED, that the meeting adjourn at 2:08 p.m., on motion by S. Hanrahan and second by N. Simpson.  Motion carried.  The next meeting will be April 20, 2016 at 12:15 p.m. in the Community Room at the Macedon Public Library.



June Hamell