Macedon Public Library Board of Trustees
Minutes of the November 26, 2018 Meeting
Teen 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, Debbi Napolitano, Susan Meyers, April Love, Chris Harris (Treasurer) and Kathy Koehler (Scribe).
Absent: Bruce Babcock (Town Liaison)
Visitors: Shirley Roat (Friends’ Liaison)
H. Darrow, President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:26 p.m.
RESOLVED: on motion of S. Hanrahan and seconded by D. Napolitano, that the agenda for tonight’s meeting, the minutes for October’s Board meeting, the Director’s report (pre-read), and Friends’ report (pre-read) be approved by the Board of Trustees. Motion carried.
G. Crane asked C. Harris if the Trustees could get the financial report one week before the Board meeting. C. Harris stated not at this time because of scheduling. Action Item: C. Harris to look into the possibility of the Trustees receiving the financial reports one week prior to meeting beginning January, 2019.
C. Harris stated that because of the Director’s grant writing the revenue is up from what was expected for the budget, and expenses are in line with the budget.
IRS FORM 990:
S. Wicksall explained IRS Form 990, the 2017 Exempt Organization Return, and the Trustees reviewed it.
RESOLVED: that the Macedon Public Library Board of Trustees approve IRS Form 990 as prepared by RDG+ Partners, and it’s submission, by motion made by H. Darrow and seconded by D. Napolitano. Motion carried.
The Budget Committee met and G. Crane presented the “2019 Proposed Budget with Operating Hours Increased to 48 hrs/wk”. This included a projected budget for 2020.
RESOLVED: that the Macedon Public Library Board accepts the proposed 2019 budget distributed by G. Crane. Motion made by S. Hanrahan and seconded by H. Perera. Motion carried.
RESOLVED: that starting January 2, 2019, the Macedon Public Library will change its Wednesday hours from 2:00-8:00 pm to 10:00 am-8:00 pm, for a total of 48 hours per week instead of the current 44 hours. Motion made by S. Meyers and seconded by A. Love. Motion carred.
ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES:
RESOLVED, that payment be made of vouchers #161-179, inclusive for October 23, 2018 – November 26, 2018, in the amount of $12,273.72. Motion made by G. Crane 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 the success of the initial “Positively Teens” program, the introduction of a “Book Chat” series sponsored by the Friends, and the growing interest in the Glowforge and resulting classes.
B. Babcock was absent.
This month the liaison was Shirley Roat. She reported that the Friends met in early November to discuss the success of their 2018 fund-raising efforts. They will continue with the three new additions: Denny’s, garage sale and the barbeque.
The dates for both the spring and fall book sales have been set, as has the next barbeque. There is still work to be done on the Legacy Brochure.
As a thank you, S. Roat invited all the Trustees to the Friends’ Christmas party on December 20th at 12:30 pm.
UPDATE ON LEASE AGREEMENT:
The Board is still waiting for the revisions from the Town’s attorney.
BULLET AID FROM ASSEMBLYMAN BOB OAKS:
Discussion was had on using the bullet aid to purchase flooring for the Community Room and Discovery Room, and whether Town approval was needed for this renovation.
Action Item: S. Wicksall to request updated quotes from three of the vendors she spoke to last year.
DECEMBER’S BOARD MEETING:
H. Darrow reminded everyone that December’s Board meeting will be held on December 17th starting in the Library at 6:00 pm and then moving to Macedon Hills Restaurant.
APPROVAL OF REFERENDUM VOTE TO EXCEED TAX CAP:
Whereas, the adoption of the 2019 budget for the Macedon Public Library may require a tax levy increase that exceeds the tax cap imposed by state law as outlined in General Municipal Law Section 3-c adopted in 2011; and General Municipal Law Section 3-c expressly permits the library board to override the tax levy limit by a resolution approved by a vote of sixty percent of qualified board members; now therefore be it
RESOLVED, that the Board of Trustees of the Macedon Public Library voted and approved to exceed the tax levy limit for 2019 by motion by D. Munson and seconded by H. Darrow. Motion carried.
NEW DIRECTOR EVELAUTION FORMS:
President H. Darrow distributed “Library Director Evaluation” forms for the Trustees to review, approve and complete.
The “Budget” section on page 2, 3rd statement was amended to read “The director supports the Board in developing the annual budget”, and a motion was made to approve this form for policy. However, before the vote the question of how these evaluations would be tallied came up, and after discussion it was decided that each question would be tallied and divided by the number of answers.
RESOLVED: that the Board of Trustees of the Macedon Public Library would approve the new Director Evaluation form with the above stated wording change and tallying procedure, by amended motion made by D. Napolitano and seconded by D. Munson. Motion carried.
Action Item: H. Darrow will email the amended evaluation form to the Trustees. The evaluations must be submitted to Helen at the Library by December 7th. The Personnel Committee will meet on December 10th at 5:00 pm to discuss them.
RESOLVED: that the Board of Trustees accept Kathy Koehler’s letter of resignation regarding her position as Scribe to the Board by motion of G. Crane and seconded by T. Longyear. Motion carried.
H. Darrow asked all the Trustees to think about who they would like to nominate as President, Vice-President and Secretary at the December meeting.
President H. Darrow will write a letter to the Town of Macedon thanking them for their budget allocation to the Library.
H. Darrow informed the Trustees that the Pioneer Library System will be sending out a new trustee newsletter and she encouraged everyone to sign up to receive it.
S. Meyers, the head of the Policy Committee, submitted drafts of the changes to the Library’s Policy Manual regarding bed bugs, sexual harassment and vacation for full-time and part-time employees. The Trustees agreed that they would like to table a resolution on these amendments until they can review the policies in their entirety.
Action Item: D. Napolitano to revise the PLS and State sexual harassment policy and send the draft to all the Trustees.
Action Item: The Trustees will review the proposed changes to the policy manual with the current wording and be prepared to vote on these changes at December’s meeting.
T. Longyear, H. Perera and G. Crane will review the Abstract in November.
RESOLVED: on motion by S. Meyers and seconded by A. Love, that the meeting adjourn at 8:18 pm. Motion carried. The next meeting will be December 17, 2018 at 6:00 p.m. at the Macedon Public Library.