Macedon Public Library Board of Trustees

Minutes of the November 27, 2017 Meeting

Youth Section of the Macedon Public Library

Macedon New York



Present: Stacey Wicksall (Director), Helen Darrow (President), Steve Hanrahan (Vice President), Gary Crane (Financial Officer), Nancy Simpson (Secretary), Carol Deys, Suzanne Gears, Halin Perera, Sandy Pagano (Town Board Liaison) and Kathy Koehler (Scribe).

Visitor(s): none

Absent: Chris Harris (Treasurer)  


H. Darrow, President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:31 p.m.


APPROVAL OF AGENDA, OCTOBER’S MINUTES, DIRECTOR’S REPORT (pre-read), FRIENDS’ REPORT (pre-read) and any additions to agenda: RESOLVED, on motion by N. Simpson to approve the agenda with a second from S. Hanrahan.  Motion carried.


FINANCIAL REPORT: G. Crane (Financial Officer) stated everything was tracking as expected.  However, he would like the operating funds from the Town and the ongoing reserve amount to be separate line items.  This would make it easier to keep track of the reserve balance.  The goal of the Board is to keep one year’s operating budget in reserve.


ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES: G. Crane reviewed with Board the invoices previously requested from the Town of Macedon.  The invoice for Excellus health insurance coverage needed to be corrected to state “total for one year” not “1/2 year”, which S. Pagano changed and initialed.  The invoice for the NYS retirement clarified the Board’s questions.

RESOLVED, that payment be made of claims #141-155 inclusive for October 24, 2017-November 27, 2017, plus vouchers 128 and 129 to the Town for health care coverage and retirement, in the amount of $34,990.55.  Motion made by S. Hanrahan and seconded by S. Gears.  Motion carried.


TAX CAP:  Whereas, the adoption of the 2018 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 2018 by motion by S. Hanrahan and seconded by H. Darrow.  N. Simpson abstained.  Motion carried by at least 60% of the Board.


PROPOSED 2018 BUDGET:  S. Wicksall, Director, and G. Crane, Financial Officer, presented the proposed 2018 budget (pre-read).  Director proposed the following cuts due to the Town of Macedon not approving the entire requested budget increase: shorten Wednesday operating hours by 5 hours; book purchases will be cut by 20% and video purchases will be cut by one-third.  Discussion was had about ways to fundraise, and the idea of working more closely with the Friends of the Macedon Public Library.  H. Darrow, President, will start attending monthly Friends meeting.  S. Wicksall, Director, will send an email blast regarding “Roc the Day”, a free-will donation through the United Way on November 28, 2017.

RESOLVED, that starting January 3, 2018, the Macedon Public Library will change its Wednesday hours from 10:00 am-8:00 pm to 1:00-6:00 pm, for a total of 43 hours per week instead of 48 hours.  Motion made by H. Darrow and seconded by S. Gears.  Motion carried.

RESOLVED, that the Macedon Library Board accepts the proposed 2018 budget distributed by S. Wicksall, Director.  Motion made by H. Perera and seconded by G. Crane.  Motion carried.


TOWN LIAISON:  S. Pagano addressed the following concerns:

A.    Update on Town Board/Library financial reconciliation: this needs to be discussed with C. Harris, Treasurer.  S. Pagano will give name of outside financial counsel to H. Darrow for forwarding.

B.    Update on Building Maintenance:

1.        S. Pagano will look into having the foyer door repaired so it opens and closes on “button”.

2.        S. Pagano will talk to Mr. Bastian about replacing overhead lights.

3.        Panic button in Director’s office will not be installed due to an authorization problem between Simplex and Davis Ulmer.  Town is reviewing this problem.

4.        S. Wicksall presented quotes for flooring in Community Room and Discovery Room from Carpet Spectrum, Marciano Flooring and L & A Specialities.  She will forward these quotes to S. Pagano.   There is a possibility that the Town’s grant writer could apply for a construction grant to offset this cost.

5.        The Town will not support a separate phone line in the library for faxing abilities.

C.   Paid Family Leave Act:  S. Pagano will provide written confirmation that the library will be removed from the Town’s disability policy as of January, 2018.



DIRECTOR’S REPORT: The Director’s report was sent to all Trustees prior to the meeting for review, and included the positive responses to the rearrangement of the library; staff training on the Wacom tablets; and the success of Trunk or Treat on October 30th, where some of our community businesses also participated in handing out candy to the costumed kids.




UPDATE ON FLOORING QUOTES:  Quotes will be forwarded to S. Pagano (see above)

SAFETY ISSUES:  Issue of panic button discussed with S. Pagano (see above)





RESOLVED:  on motion of S. Hanrahan, seconded by G. Crane, that the annual subscription to QuickBooks will be cancelled.  Motion carried.


STRATEGIC PLAN REVIEW:  A committee should be formed and the Strategic Plan reviewed, as it has not been reviewed since 2015.  This was tabled until January, 2018, when new members will be joining the Board.



RESOLVED, by motion of C. Deys, and seconded by S. Hanrahan, that the By-Laws be changed to allow for 9 members on the Macedon Library Board instead of the current range of 7-9 members.  Motion carried.


UPDATE OF BY-LAWS:  A committee was formed to review and update the By-Laws of the Macedon Public Library.  The new committee members will be H. Perera, G. Crane and H. Darrow.


READING FROM THE TRUSTEE HANDBOOK:  Due to the lateness of the hour, there was no reading from the Trustee Handbook.



RESOLVED:  that the meeting adjourn at 8:23 p.m., on motion by C. Deys and second by H. Perera.  Motion carried.  The next meeting will be December 18, 2017 at 6:30 p.m. at the home of H. Darrow, President.




Kathy Koehler