Macedon Public Library Board of Trustees
Minutes of the August 28, 2018 Meeting
Community Room of the Macedon Public Library
Macedon New York
Present: Stacey Wicksall (Director), Helen Darrow (President), Steve Hanrahan (Vice President), Gary Crane (Finance Officer), Halin Perera (Secretary), Debbi Napolitano, Tara Longyear, Chris Harris (Treasurer), Bruce Babcock (Town Liaison)
and Kathy Koehler (Scribe).
Absent: Denise Munson
Visitors: Jane Countryman (Friends’ 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.
RESOLVED: on motion by D. Napolitano and seconded by H. Darrow, that the Director’s Report (pre-read), Friends’ Report (pre-read), July’s Minutes and any additions or changes to the agenda, specifically “Financial Report #2” to read “Farmington’s one-time increase in voluntary contributions” be approved by the Board of Trustees. Motion carried.
ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES:
RESOLVED, that payment be made of vouchers #105-124 inclusive for July 24, 2018 to August 27, 2018, in the amount of $18,480.96. Motion made by G. Crane and seconded by S. Hanrahan. Motion carried.
C. Harris stated that the budget continues to be in good shape.
G. Crane reported that he went through the 2019 proposed budget with B. Babcock and they tried to come up with a contingency to deal with unknown expenses, such as employee health care. G. Crane mentioned that he might be on vacation when the Town budget presentation is scheduled and a back-up will be needed. H. Darrow volunteered to present if necessary.
Action Item: G. Crane and H. Darrow to meet to prepare for this presentation.
Farmington’s one-time increase in voluntary contributions:
G. Crane and S. Wicksall met with the Supervisor of the Town of Farmington, who stated that Farmington decided to close-out their library reserve fund and increase their annual contribution to the Macedon Public Library from $18,360 in 2018 to $24,241 in 2019. He also committed to a $19,000 contribution in 2020 and a $19,000 + 2% in 2021.
Designation of reserve fund for future sustainable funding:
The Library holds funds in the general fund that cannot be invested. Therefore, the legacy from Ernest Vander Molen will be turned over to the Friends of the Macedon Public Library for investment. The Board suggests asking the Friends to create a third endowment account for this purpose. H. Perera will start attending the monthly Friends meeting as a liaison.
Action Item: H. Darrow will contact Friends’ President Joan Handfield to set a meeting date between the September and October, 2018, Board meetings to discuss this endowment.
DIRECTOR’S REPORT: The Director’s report was sent to all Trustees prior to the meeting for review, and included the benefits on using the new Canon copier, the arrival of the Glowforge and new Chromebooks, and the necessity to purchase a new staff printer. Also, due to illness the Library’s pro bono attorney had to turn his file on the Lease between the Town and the Library over to a new attorney. This has slowed things down a bit, but the new attorney, Steven Polivy, has been in contact with the Town attorney, David Fulvio.
The Friends of the Macedon Public Library have created the position of liaison between the Friends and the Library Board of Trustees and will send a representative to the monthly Board meeting. This month the liaison was Jane Countryman.
J. Countryman informed the Board that the Friends’ Constitution and By-Laws were in the process of being updated. She also explained all of the fund-raising that the Friends’ have done in the past year (fall and spring book sales and a very extensive mailing solicitation which increased their base by one-third). The Friends’ have created a fund-raising committee and are planning more events, including a chicken barbeque on Saturday, October 27, 2018 from 1:00-5:00 pm, which will coincide with the fall book sale. Tickets were offered to the Board to sell.
B. Babcock stated that he had not presented the Library’s budget to the Town Board because there was only one Town Board meeting in August. However, he does plan to present it at the September 13th meeting.
B. Babcock gave S. Wicksall a letter that the Town Supervisor received from a citizen who attended a musical event at the library, praising the event and the library.
H. Darrow asked if the Board could receive a copy of the Town’s expenses for running the library building. B. Babcock thought that the Town Supervisor had already provided those figures. He will follow-up.
BUDGET INFO NIGHT:
S. Wicksall has planned a community information night for September 17th from 6:00-8:00 pm entitled “Get the Scoop”. The Library’s budgetary needs and request to the Town will be presented and explained. The role of the Friends’ of the Macedon Public Library will also be explained. Ice cream will be served.
BULLET AID FROM ASSEMBLYMAN BOB OAKS:
All discussion on ideas for spending the $13,000 from Assemblyman Bob Oaks has been shelved until after the 2019 budget has been settled.
There are two people who are interested in becoming Trustees on the Library Board.
1. Susan Meyers is a former Rochester librarian who has sent her letter of intent to the Town.
2. April Love attended the last Board meeting and still needs to send her letter of intent to Karrie Bowers, the Town Clerk.
CART FOR GLOWFORGE:
S. Wicksall provided information on a cart that would hold the Glowforge. Funds have been received in memory of Rosalie Gabbert that will cover the cost of the cart, and a plaque stating same can be made on the Glowforge and attached.
RESOLVED: on motion by D. Napolitano and seconded by T. Longyear, that the Husky 9-Drawer Mobile Workbench with Solid Wood Top be purchased for $309.00 for the purpose of housing the Glowforge and supplies. Motion carried.
NEED FOR CYBER-INSURANCE:
Referred to in the Director’s Report, S. Wicksall spoke to the Executive Director of the Pioneer Library System and obtaining cyber-insurance seems unnecessary.
NATIONAL VOTER REGISTRATION DAY:
National Voter Registration Day is September 25, 2018. S. Wicksall has invited local candidates, including those running for Governor, to meet prospective voters. Most candidates will be present or will send their representative. There will also be people here to help register new voters. The Trustees was asked to help supply cupcakes for the event.
H. Darrow, H. Perera and S. Wickall met as the Policy Committee to discuss some changes in policy. S. Wicksall read the proposed wording for a revised Copier Policy and Vacation Policy.
RESOLVED: on motion by D. Napolitano and seconded by S. Hanrahan, that the Board accept the Policy for Printing and Photocopying as proposed by the Policy Committee, without mention of the price of said copies. Motion carried. A copy of this policy is attached to these Minutes.
RESOLVED: on motion by T. Longyear and seconded by H. Perera, that the Board accept the Vacation and Training/Conference Scheduling Policy as proposed by the Policy Committee. Motion carried. A copy of this policy is attached to these Minutes.
H. Darrow, T. Longyear and G. Crane will review the Abstract in September.
Watching the Trustee Training video was postponed this month due to the lateness of the meeting.
RESOLVED: on motion by S. Hanrahan and seconded by H. Perera, that the meeting adjourn at 8:25 pm. Motion carried. The next meeting will be September 24, 2018 at 6:30 p.m. at the Macedon Public Library.