Macedon Public Library Board of Trustees
Minutes of the February 26, 2018 Meeting
Youth Section of the Macedon Public Library
Macedon New York
Present: Stacey Wicksall (Director), Helen Darrow (President), Steve Hanrahan (Vice President), Halin Perera, Debbi Napolitano, Tara Longyear, Georgia Learn, Jim Hoteling, Chris Harris (Treasurer) and Kathy Koehler (Scribe).
Absent: Gary Crane (Finance Officer), Suzanne Gear, Bruce Babcock (Liaison)
Visitors: Carolyn Bradstreet, President of Palmyra Library Board of Trustees
H. Darrow, President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:30 p.m.
APPROVAL OF AGENDA, JANUARY’S MINUTES, DIRECTOR’S REPORT (pre-read) and any additions to agenda: RESOLVED, on motion by S. Hanrahan to approve the agenda with a second from T. Longyear. Motion carried.
C. Harris stated that expenses met expectations in January, and the best way to proceed is to tie the budget to the strategic plan. At this time S. Wicksall stated that the RRLC grant to receive help in coordinating the efforts of the Library Board and Friends efforts to help abolish the library’s deficit budget has been approved. The library will receive assistance from a representative from Causewave to come up with a strategic plan to deal with our financial challenge, and hopefully, secure sustainable funding going forward.
C. Harris also mentioned that many of his non-profit clients have created more aggressive impact statements and suggested that the library do the same to explain the effect the library has on the community (ex. $1.00 donated to the library is effectively stretched 7 times).
RESOLVED: on motion of S. Hanrahan, seconded by H. Perera, that the Director may pre-pay bills (such as utilities, personnel benefits or those that carry a significant penalty for late payment) with a check co-signed by the Director and Finance Officer (or another authorized Board member). A report of any such payments will be made to the Board of Trustees at the next regularly scheduled Board meeting. Motion carried.
ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES:
RESOLVED, that payment be made of claims #14-32 inclusive for January 12, 2018 to Febraury 26, 2018, in the amount of $24,560.35. Motion made by H. Darrow and seconded by H. Perera. Motion carried.
DIRECTOR’S REPORT: The Director’s report was sent to all Trustees prior to the meeting for review and included completing the Annual Report and making a movie with patrons telling their stories of how the library is of value to them, which is available for viewing on Facebook, the library’s website and Youtube https://www.youtube.com/watch?v=eZf2M9VJc20
At the meeting the S. Wicksall handed out copies of the 3 articles published in the recent Wayne Times: one announcing our new hours, one promoting the “Lunch ‘n Learn” series, and the last being a letter to the editor from a patron who enjoyed the library’s winter break youth programs.
TOWN LIAISON: B. Babcock was absent from meeting. However, he met with S. Wicksall on Friday, when he stated that the Town is ok with volunteers painting the library. He also stated that the Town would like S. Wicksall to apply for a construction grant through PLS to help pay for the new flooring in the Community and Discovery Rooms.
BY-LAWS COMMITTEE: New By-Laws have been written and copies of these By-Laws were emailed to all Board members for review prior to the meeting. D. Napolitano had some questions and suggestions to these By-Laws:
a. Article III, #3 will be removed
b. Article IV, #2 will be amended to add that special meetings must be open to the public
Approval of the By-Laws was tabled until the next Board meeting when these amendments will be made.
REMINDER OF LIBRARY ADVOCACY DAY:
H. Darrow and S. Wicksall will be driving to Albany on Wednesday, February 28, for the annual Library Advocacy Day, and J. Hoteling will be going on the PLS organized bus.
2018 BOARD MEETING DATES:
The April 2018 Board Meeting date was erroneously left out of the January 22, 2018 Minutes, and H. Darrow confirmed that the date for that meeting will be April 23, 2018.
NEW TRUSTEES TO SIGN FORMS: All Board members that were present signed the Oath of Office, Conflict of Interest and Whistle Blower forms.
APPROVAL OF PURCHASE OF NEW COMPUTERS:
RESOLVED: on motion of D. Napolitano and seconded by G. Learn, that S. Wicksall can purchase three (3) new computers: two (2) for staff and one (1) for a study room, at a cost of $500.00 each. Motion carried.
BOARD COMMITTEE ASSIGNMENTS:
H. Darrow assigned Board members to chair various committees. Each committee should have one (1) Chairperson, two (2) other Board members, and as many community members as that Chairperson desires. However, the Personnel and Grievance Committee can have no community members. The assignments are as follows:
Strategic Planning: D. Napolitano
Budget and Finance: G. Crane
Development and Fundraising: G. Learn
Library Advocacy and Publicity: T. Longyear
Personnel and Grievance: S. Hanrahn
Building and Maintenance: H. Perera
Policy: J. Hoteling
H. Darrow handed out a list of the upcoming programs sponsored by the Friends of the Macedon Public Library.
RESOLVED: on motion by S. Hanrahan and seconded by H. Darrow, that the meeting adjourn at 7:47 pm. Motion carried. The next meeting will be March 26, 2018 at 6:30 p.m. at the Macedon Public Library.