Macedon Public Library Board of Trustees

Minutes of the May 21, 2018 Meeting

Youth Section 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), Tara Longyear, Denise Munson, Chris Harris (Treasurer) Bruce Babcock (Liaison) and Kathy Koehler (Scribe).

Absent: Debbi Napolitano, Jim Hoteling


H. Darrow, President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:28 p.m.



RESOLVED:  on motion by H. Perera and seconded by G. Crane, that the Agenda, April’s Minutes and any additions or changes to the agenda, be approved by the Board of Trustees.  Motion carried.


RESOLVED:  on motion by H. Darrow and seconded by T. Longyear, that the Director’s Report (pre-read) and Friend’s report (pre-read) be approved by the Board of Trustees.  Motion carried.




C. Harris reported that April was a standard month for the Library and he will send out the monthly reports when he returns to his office.


Quarterly Report: G. Crane reported that he presented the Quarterly Report to the Town of Macedon at their May 10th meeting.  He received no feedback at that time, as was expected.  However, B. Babcock stated that he thought the presentation went well and it would not be necessary for anyone to attend a meeting next quarter to present.  The submission of the report will suffice and B. Babcock will highlight anything on the library’s behalf.


Denny’s Fundraiser:  H. Darrow reminded everyone that the Friends have arranged for a fundraising night at the Denny’s in Perinton on Wednesday, May 30, 2018 from 4:00-10:00 pm.




RESOLVED, that payment be made of vouchers #65-75 inclusive for April 24, 2018 to May 21, 2018, in the amount of $8,259.62.  Motion made by S. Hanrahan and seconded by H. Darrow.  Motion carried.



DIRECTOR’S REPORT:  The Director’s report was sent to all Trustees prior to the meeting for review and included her attendance at both the Macedon Town Board Meeting and the Wayne County Business Council Legislative Breakfast.  S. Wicksall also reported on her trip to Washington D.C. with Library Assistant J. Koberlein, where they met with aides from Senator Schumer’s and Senator Gillibrand’s office to advocate for libraries.  They also had a personal meeting with Congressman Katko, during which he stated that he would like to visit the library and S. Wicksall gave him an event calendar.




B. Babcock reported

a.        The Director’s phone has been repaired.

b.        Scott Allen and the Town’s grant writer, Jean O’Connelly, came to the library to look at the space.  Ms. O’Connelly thought it would be difficult to get a grant financing for flooring and carpet replacement.

c.        The Town is looking into getting a new cleaning company to come in and clean the library’s carpet.

d.        The Town is going to put the community room and discovery room flooring replacement in the 2019 budget.


S. Wicksall stated that she will write a construction grant through PLS, funded by the NYSED, to replace the flooring in the community room and discovery room, and have a room divider installed in the community room. There is a lot of money available for library improvements this year through this program.  The State’s one stipulation is that the Town must agree that the library will be in its current building for at least 10 years.  The letter of intent is due June 4, 2018.

B. Babcock requested and received a copy of a prior construction grant that was not approved due to not receiving a 10 year assurance.

ACTION ITEM:  K. Koehler will send copies of the 4 flooring quotes to B. Babcock.


CONFERENCE CALL:  At 6:51 pm the Board of Trustees took a call from Mary Hartstein of the Rochester Area Community Foundation (RACF), who represents organizations with endowments invested with RACF.  The Board already had a packet of Fast Facts that Ms. Hartstein then reviewed.  She explained how RACF handles these investments and the details of having an endowment fund with them.  She also opened the conversation up to questions from the Board.


D. Munson requested that Ms. Hartstein forward a proposed fund agreement and a template for Board Resolution for the Board review.


Ms. Hartstein also gave G. Crane the name of a Wadsworth Library Board member who has offered to discuss any details of how their endowment fund through RACF is handled.






INSURANCE QUOTES:  S. Wicksall reported that she received quotes for Directors’ and Officers’ Liability Insuance from Chapman Insurance, Anderson VanHorn and Eastern Shore.  After some discussion it was decided that S. Wicksall is to request a proposed policy from Eastern Shore for the Board to review.


MEETING WITH PRO BONO LAWYER:  H. Darrow informed the Board that she, G. Crane and S. Wicksall will be meeting with a pro bono attorney, Judy Siegel, Esq., on May 23, 2018 at 10:00 am to discuss the Town’s proposed Lease.




GREAT AMERICAN READ:   S. Wicksall reported that she did not receive the Great American Read grant.  However, H. Darrow encouraged everyone to watch the launch of the program on PBS on Tuesday, May 22, 2018 at 8:00 pm.


H. Darrow also encouraged the Board to remind all of their friends and family to participate in the Library’s “Revisiting the Founding Era” program on June 14, July 11 and August 28.


‘GREAT MACEDON READ”:  H. Darrow and S. Wicksall discussed the possibility of having a “Great Macedon Read”, and how to proceed.  Would this work best with existing book groups, creating a new book group, incorporating the Library’s new tea set with “Tea and Books”?  

ACTION ITEM: S. Wicksall will create a survey on Survey Monkey to compile a list of suggested favorite reads.


“LEGAL ISSUES/BOARD MEETINGS”:  D. Munson attended a class at PLS regarding legal issues at board meetings, and shared some highlights:

1.   The necessity of enforcing that the Board acts collectively but only has one speaker (the President of the Board).

2.   Board meetings are open meetings and there should be a limited public comment period, but not a question and answer period.

3.   Explained difference between Charters and By-Laws.

4.   Explained the different types of libraries.

5.   The confidentially of library records should only be used for library use.  If there are any outside requests, legal advice should be sought.




There were no committee reports.



H. Perera, H. Darrow and G. Crane will review the Abstract in June.


CHANGE IN JUNE MEETING DATE:  H. Darrow asked the Board of Trustees if anyone had any objections to moving the June Board meeting to Wednesday, June 20, 2018.  No objections.


WEBINAR:  Following the adjournment, the Board was planning to watch Trustee Board Meetings, part of the “Short-Takes for Trustees” series.




RESOLVED:  on motion by H. Perera and seconded by S. Hanrahan, that the meeting adjourn at 7:44 pm.  Motion carried.  The next meeting will be June 20, 2018 at 6:30 p.m. at the Macedon Public Library.



Kathy Koehler