Macedon Public Library Board of Trustees
Minutes of the July 15, 2015 Meeting
Library Community Room
Macedon New York
Anne Stahr, President, called the regular meeting of the Board of Trustees for the Macedon Public Library to order at 12:35 p.m.
Present: Anne Stahr, Carol Deys, Nancy Simpson, Kim Leonard, Stacey Wicksall, Nick Deming, June Hamell, Gary Crane, Mert Bartels, and Sandy Pagano. Absent: Warren Jeffries. Note: Anne has accepted John Hamilton’s resignation from the Board. Visitor(s): Steve Hanrahan
AGENDA APPROVAL: RESOLVED, that the agenda for July 15, 2015, meeting is approved on motion by N. Simpson and second by G. Crane. Motion passed unanimously with the adjustments of Election of interim Vice President and Treasurer.
APPROVAL OF MINUTES: RESOLVED, that the minutes of the June 17, 2015, meeting are approved as written, on motion by N. Simpson and second by G. Crane. Motion passed unanimously.
FINANCIAL REPORT: Kim Leonard reported that she met with the Director, G. Crane, and M. Bartels to evaluate the status of the finances. She noted that everything was in balance currently with no need for budget adjustments. She cautioned about several areas where shortages could occur by the end of the year. K. Leonard mentioned that the WCLS grants line will change to PLS grants on the revenue sheets. The fund transfer to Genesee Regional Bank will be completed July 31. RESOLVED on motion made by M. Bartels and second by C. Deys to accept the financial report. Motion was passed unanimously.
APPROVAL OF EXPENDITURES: Three trustees verified claims 104-121 of Abstract 7-2015. RESOLVED, that payment be made of claims 104-121 inclusive in the amount of $15,170.18, on motion made by N. Simpson and second by M. Bartels noting that the Chase Bill and Petty cash are not included. Motion passed unanimously. RESOLVED, that petty cash be reimbursed in the amount of $86.13 by M. Bartels and a second by G. Crane. Motion carried. RESOLVED, that when the Chase credit card bill is received and reconciled that a check may be written for payment of up to $1067.00 by C. Deys with a second by N. Simpson. Motion carried. The Director will ask Chase Bank to add K. Leonard to the account so she will be able to access the Chase Credit Card account to download the bill when the Board meeting falls early in the month.
DIRECTOR’S REPORT (WITH STAFF UPDATES): S. Wicksall reported that 33 new library cards were handed out in June.
S. Wicksall shared that patron donations to the Treasure Chest have fallen short of fines forgiven. The Library Board decided to renew for 6 months. RESOLVED on motion by M. Bartels to renew fine free for a 6 month period until the end of the year and a second by N. Simpson with a review done in November.
The Director shared that the driveway will be sealed July 17 & 18 weather permitting and we will be closed.
S. Wicksall shared that Macedon Public Library received bullet aid from Senator Mike Nozzollio in the amount of $10,000. The director sent a thank you and A. Stahr has provided a thank you letter for the Library Board Trustees to sign.
S. Wicksall has met with Kate Hamill, Director of Library Services of Wayne Finger Lakes BOCES, to collaborate in a grant to provide Biblioboard, using the Bullis Collection as a provider of Primary Sources.
The Director will meet with Susan Kohlmeier to collaborate on a grant to provide support groups for the young adult LGBT community in our area.
S. Wicksall reported that the iPod shuffles are doing well and being enjoyed by patrons.
BULLIS ROOM REPORT: J. Hamell reported that maintenance for the Bullis Room will be done on July 15 or 16.
FRIENDS/CRUMPL REPORT: Pre-read.
TOWN LIAISON: S. Pagano – No report
IT UPDATES: N. Deming reported that the iPads are mounted as OPACS and need configured yet.
LONG RANGE PLANNING has become Rolling Strategic Plan. The Director gave everyone a copy of the Rough Draft Strategic Plan to read. She listed 8 major goals of the plan. She asked that we change the official vision statement to: “Connecting people and ideas while inspiring delight and a strong desire to return.” “Connecting People and Ideas” would be used as a tag-line. And that we change the mission statement to “Connecting people and ideas with outstanding customer service, easy access to diverse, relevant resources and a memorable experience.” RESOLVED, on motion by M. Bartels to approve the new vision and mission statements with those changes and a second by C. Deys. Motion passed. The Director went over the projected costs. G. Crane stated that the expanding use of digital resources should be addressed in the plan. In spatial reconfiguration 2 designers have responded. S. Wicksall will contact a third designer/designer group to obtain another estimate. The discussion was tabled until September. The Strategic Plan will be revisited at the September Board of Trustees meeting.
DIRECTOR’S ACTION ITEMS: RESOLVED, on motion by N. Simpson to authorize the purchase of back up equipment (items 3-13 of Director's report) of no more than $12,000 to be taken from the equipment reserve fund and seconded by G. Crane. Motion carried. RESOLVED, on motion by M. Bartels directing S. Wicksall to talk with the Town administration regarding a shared electronic sign in front of our buildings. C. Deys seconded and motion passed. RESOLVED, on motion by C. Deys that we close on whatever dates the Town Supervisor instructs us in September for the update of our HVAC by Trane with M. Bartels seconding. Motion passed.
CONSTRUCTION GRANT APPLICATION STATUS: S. Wicksall reported that we have not had an actual written response from PLS at this time.
M. Bartels attended a Library Trustee Association meeting as a member of the Pioneer Library System Board recently. He reported that it was deeply stressed that Trustees must read their Trustee Handbook and know their responsibilities.
ELECTION OF INTERIM VICE PRESIDENT: A. Stahr nominated Warren Jeffries. RESOLVED, W. Jeffries will fill the postion of Interim Vice President with a second by N. Simpson. Motion carried.
ELECTION OF TREASURER: C. Deys nominated Gary Crane. RESOLVED, G. Crane shall fill the position of Treasurer with a second by N. Simpson. Motion carried.
SEARCH FOR NEW TRUSTEES: S. Wicksall and A. Stahr will write a letter to the newspapers. There are three vacancies that the Library Board can fill.
SPEND DOWN COLLECTION RESERVE ACCOUNT: RESOLVED, on motion by N. Simpson that S. Wicksall, the Library Director, spend up to $20,000 beyond her current budget for circulating materials with a second by M. Bartels. Motion carried.
2016 BUDGET PLANNING/REQUEST FOR VOLUNTEERS: The budget committee will consist of G. Crane as Chairman, S. Wicksall, A. Stahr, M. Bartels, and W. Jeffries with K. Leonard as an advisor. The budget request form should be available August 1 and will be due by September 1.
REMINDER: There will be no meeting in August and three trustees will be needed to verify claims.
RESOLVED, that the meeting adjourn at 3:05 p.m., on motion by A. Stahr and second by M. Bartels. The next meeting will be September 16, 2015 at 12:30 p.m.