Macedon Public Library Board of Trustees
Minutes of the August 28, 2017 Meeting
Community Room at the Macedon Public Library
Macedon New York
Present:, Stacey Wicksall (Director), Steve Hanrahan (Vice President), Gary Crane (Financial Officer), Nancy Simpson (Secretary), Carol Deys, Halin Perera, Sandy Pagano (Town Board Liaison) and Kathy Koehler (Scribe).
Visitor(s): Suzanne Gears, Eric Chapman
Absent: Helen Darrow (President), Christina Henley,
S. Hanrahan, Vice President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:32 p.m.
APPROVAL OF AGENDA, JULY’S MINUTES, DIRECTOR’S REPORT (preread), FRIENDS’ REPORT (preread), BULLIS REPORT (preread): RESOLVED, on motion by N. Simpson to approve the agenda with a second from G. Crane. Motion carried.
ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES:
RESOLVED, that payment be made of claims 103-114 inclusive in the amount for July 25-August 28, 2017, of $6,231.93, on motion made by H. Perera and second by G. Crane. Motion carried.
TOWN LIAISON: S. Pagano reported the following:
A. Regarding the update on Town Board/Library financial reconciliation: the Town is still working on this matter.
B. Regarding update of building maintenance review: the Library Director submitted a list of repairs and maintenance concerns to the Town and each was addressed. The lights will be replaced and the faucets in the ladies bathroom will be repaired; carpet cleaning will be budgeted for 2018; the library will submit estimates for new flooring in the community room and discovery room.
C. Regarding the update on fire and safety alarms: the library is awaiting a new battery for the alarm, security system will be discussed with Davis Ulmer, a test will be arranged to make sure all is in working order.
PAID FAMILY LEAVE: Eric Chapman of Chapman Insurance reported that the Paid Family Leave is an automatic rider on Disability Insurance and all staff should be covered. However, if the Town of Macedon opts out of the Paid Family Leave provision, and the library staff still wants it, how can this be accomplished? This matter was discussed and Mr. Chapman advised that the library would probably have to obtain their own coverage. This will be further investigated after the Director confirms Town’s position.
FINANCIAL REPORT: G. Crane, Financial Officer, and C. Harris (Treasurer) presented a Budget summary through July and stated that the budget was on track.
RESOLVED: a motion was made by S. Hanrahan and seconded by H. Perera to accept the proposed Federal Form 990 distributed by C. Harris at June’s meeting. Motion carried.
DIRECTOR’S REPORT: The Director’s report was sent to all trustees prior to the meeting for review, and included the start-up of a program to supply Pal-Mac Primary School teachers with LOTS of books for their new reading program; the temporary ending of Memory Lane due to the death of one participant and the relocation of the other; and coordination of eclipse activities with Barb Long of the Girl Scouts.
RESERVE FUND USE: C. Harris, Treasurer, again discussed the use of the reserve funds and recommended that the reserve accounts be consolidated.
RESOLVED: a motion was made by G. Crane and seconded by N. Simpson that the reserve funds be used as needed by discretion of the Board and that the reserve accounts be combined. The only restricted money is interest derived from the Bullis fund. Motion carried.
PATRON APPRECIATION DAY:
Patron Appreciation Day is to be on September 13, 2017 from 6-8 pm. Five hundred people were invited and approximately 250 people are expected to attend. This will be a dessert buffet and all dessert donations will be welcome. The committee will meet on Friday, September 1st at 10 am.
EMERGENCY CONTACT FORM: S. Wicksall, Director, has created Emergency Contact Forms for all employees, volunteers and Trustees of the Library to complete. The Board members were notified that they must complete this form as soon as possible and a copy will be given to the Town.
SEWING MACHINES: S. Wicksall, Director, requested the funds to purchase three simple, portable sewing machines for classes to be held in the library.
RESOLVED: a motion was made by C. Deys and seconded by G.Crane to allow $300 to be spent on sewing machines for the library. Motion carried.
BUILDING COMMITTEE: S. Hanrahan and S. Wicksall will meet to get three quotes for new flooring for the community room, discovery room and the area in the center of the library.
REARRANGING LIBRARY SPACE: S. Wicksall, Director, will contact Athletic Director Schmandt at the Pal-Mace High School to see if there are any sports teams that would volunteer to move shelving in the library.
RESIGNATION LETTER: S. Wicksall, Director, read a letter from Christina Henley stating that due to her family’s schedule and other obligations she reluctantly resigns from the Board of Trustees.
RESOLVED: a motion was made by S. Hanrahan to accept, with regret, Ms. Henley’s letter of resignation; motion was seconded by G. Crane. Motion carried.
RESOLVED: a motion was made by S. Hanrahan, and seconded by N. Simpson, to appoint Suzanne Gears to the Board for the remainder of Christina Henley’s term. Motion carried.
LETTER FROM PAM HELMING: S. Wicksall, Director, presented a letter from NYS Senator Pam Helming encouraging us to apply for a State Construction Grant. This was discussed but the matter tabled until a plan could be drawn up.
READING FROM THE TRUSTEE HANDBOOK: Tabled due to lateness of meeting.
VOLUNTEERS FOR SEPTEMBER ABSTRACT REVIEW: S. Hanrahan and G. Crane
ADJOURNMENT: RESOLVED, that the meeting adjourn at 7:59 p.m., on motion by G. Crane and second by H. Perea. Motion carried. The next meeting will be September 25, 2017 at 6:30 p.m. at the Library.