Macedon Public Library Board of Trustees
Minutes of the June 20, 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, Debbi Napolitano, Jim Hoteling, Bruce Babcock (Liaison) and Kathy Koehler (Scribe).
Absent: Chris Harris (Treasurer)
Visitors: Mike DeMonte of ADP
H. Darrow, President, called the regular meeting of the Board of Trustees of the Macedon Public Library to order at 6:36 p.m.
RESOLVED: on motion by H. Perera and seconded by T. Longyear, that the Director’s Report (pre-read), Agenda, May’s Minutes and any additions or changes to the agenda, be approved by the Board of Trustees. Motion approved. D. Munson abstained because she had not received a copy of the Minutes.
Mike DeMonte, the District Manager of ADP, was present to talk about Run Powered by ADP, an enhanced payroll service comparable to Paychex, and the answer any questions the Board may have.
After much discussion the Board decided to wait on a decision to leave Paychex and hire ADP until the Director has made a side-by-side comparison between the two.
ACTION ITEM: S. Wicksall to prepare said comparison that the Board can discuss at July’s meeting.
G. Crane reported that the Library is still well within budget, even though the miscellaneous revenue is lower than expected. He will investigate this with C. Harris. Also, the salaries and benefits are over budget. S. Wicksall will look into this and speak to Dave from the accounting firm about his data input.
G. Crane discussed the 2019 proposed budget. S. Wicksall had projected a 2019 budget that includes the required minimum wage salary increases and an increase retirement and health insurance benefits. To maintain the Library at its current 44 hours per week a 6.4% increase from the Town of Macedon will be required.
B. Babcock requested, and G. Crane will prepare, a comparison 2018, 2019 and 2020 budget for the Town of Macedon to review. It was discussed that there has to be a division of salaries from the budget to show the increases in relation to other Town departments. Most of the Library’s budget increase goes to salaries as 60% of the Library’s employees are earning minimum wage. The question was raised: How long can the Library survive on 3% annual increases from the Town?
ABSTRACT REVIEW AND APPROVAL OF EXPENDITURES:
RESOLVED, that payment be made of vouchers #65-75 inclusive for May 22, 2018 to June 20, 2018, in the amount of $7,300.38. Motion made by D. Napolitano and seconded by H. Perera. Motion carried.
The Library’s accounting firm, RDG + Partners would like the library to add the Quickbooks On-line service at a cost of $40.00 per month. After some discussion of the pros and cons, the Board decided not to purchase this subscription.
Dave, who RDG uses for the Library’s data entry, will be leaving soon. There is a Library employee who would be willing to take over this responsibility, which would be more cost effective than using someone from the accounting firm.
ACTION ITEM: S. Wicksall is to discuss this possibility with C. Harris and report to the Board at the next meeting.
DIRECTOR’S REPORT: The Director’s report was sent to all Trustees prior to the meeting for review. However, at the meeting S. Wicksall added the following information:
a. The Library has been notified that the Pro Bono Law Firm will be reviewing the proposed Lease from the Town of Macedon.
b. The Library will again have a presence at the Lumberjack Festival in September, and she asked for volunteers from the Board. H. Perera, D. Napolitano and T. Longyear all volunteered. Several other Trustees will check their schedules and get back to her.
c. The Trustees were informed that Professor Free had to reschedule her June “Founding Era” presentation due to a car accident, and she will now be presenting in September. It was suggested that the Library reach out to the Susan B. Anthony House for promotion. Also, that WARE (Wayne Action for Racial Equality) be notified of July’s presentation.
B. Babcock reported that the Town decided the cost of both a room divider in the Community Room and the flooring was too expensive, even with the construction grant aid. Therefore, they will put the new flooring in the 2019 budget.
COPIER LEASE: The Board discussed the three (3) quotes they previously received for a new copier lease for the Library. This included quotes from two (2) Xerox venders and one (1) Canon vender.
RESOLVED: on motion by G. Crane and seconded by S. Hanrahan, that the Library accept the proposal from United Business Systems to lease a Canon Image RUNNER ADVANCE C5550i copier. Motion carried.
DIRECTORS’ AND OFFICERS’ INSURANCE:
The Board had an opportunity to review a proposed policy from Eastern Shore for Directors’ and Officers’ insurance, which S. Wicksall obtained in accordance with May’s Board Meeting. After a brief discussion, the Board decided they would like to review the Library and Town’s overall insurance coverage.
ACTION ITEM: S. Wicksall is to contact other libraries to find out if any of them have officers’ insurance.
ACTION ITEM: B. Babcock is to find out if the Town has officers’ insurance and if this something the Library can piggyback on.
The next Causewave meeting will be in the Library on Monday, July 16, 2018 at 6:00 p.m.
H. Darrow has requested that the current Trustees think about someone who can be recruited to become a Trustee to replace Georgia Learn, who recently resigned from the Board.
H. Darrow has requested the Policy Committee set a date to meet. The By-Laws must be updated to include a policy regarding Trustees voting by email.
D. Napolitano, T. Longyear and G. Crane will review the Abstract in July.
Watching the Trustee Training video was postponed this month due to the lateness of the meeting.
RESOLVED: on motion by S. Hanrahan and seconded by H. Darrow, that the meeting adjourn at 8:21 pm. Motion carried. The next meeting will be July 23, 2018 at 6:30 p.m. at the Macedon Public Library.