Warsaw Public Library

Minutes

December 13, 2011

Present: Chairperson Mary Reagan, Janice Kelsey, Suzenne Miller, Suzanne Aldinger, Carolyn Lyons, Margaret Zeches, Director Angela Gonzalez.  Guests: David Almeter and Susannah Heubusch, newly elected trustees.

Meeting called to order at 7:01.

Correction to November minutes, spelling of Norm Gayford’s name.  Motion to accept minutes by Margaret, second by Suzenne, passed.

Old Business

• Front Desk.  Idea presented by Suzenne to move the desk to the north room.  Angela will ask the staff to meet and give ideas for reconfiguration.  She will report on these at the February meeting.
• Back Door.  Robb’s glass sent a quote of $5710.00 for a new door.  Angela will call another company for a quote.
• Auditor Details.  Chairperson Reagan called the Town office twice and has not heard from them as to setting up a meeting.  She will try to contact them again.
• Long Range Planning.  Brief discussion of the document prepared by the facilitator. Library board will review each year.

New Business

• Vouchers #226-248.  Motion to accept by Margaret, seconded by Carolyn, passed.
• Next meeting Date Change – February 13

Motion to adjourn at 7:50 by Margaret, seconded by Suzanne, passed.

Respectfully submitted,

Carolyn Lyons

Warsaw Public Library

Minutes

November 15, 2011

Present: Chairperson Mary Reagan, Janice Kelsey, Suzanne Miller, Suzanne Aldinger, Carolyn Lyons, Director Angela Gonzalez.  Guests: David Almeter, Susannah Heubusch, newly elected trustees; John Strzelski and Norm Gaylord.

Meeting called to order.   Chairperson Reagan read the by-laws reminding visitors they could not speak unless prearrangement was made.

 Corrections to be made to October minutes are as follows: Absent, Margaret Zeches.  Abstention by Suzenne Miller on the vote to reconvene the school district library committee.  Motion to accept corrected minutes by Margaret, second by Suzanne, passed.

Old Business

•  Vestibule is being painted.
• Front Desk; KP Construction bid distributed.  Quote is $16,575.00.  Angela has invited him to the December meeting.  Discussion in which room the desk should be placed, possibility of the north room.  Suzenne will do some drawings for this idea.
• Robb’s glass has not sent a quote for the back door.
• Auditor details.  A meeting will be arranged with the Town to discuss this action.  Document title changed to Proposed Memorandum of Understanding. Definition of purpose will be added, creation of a dedicated library account.
• By-laws will be tabled until the auditor section can be included.
• E-readers- Mary Conable is working on this policy.  This will be discussed in the future when the policy is fully developed by the staff.
• Long Range Planning.  Angela handed out the document complied by the facilitator.  Please review this before the December meeting.

New Business

• Director’s and Children’s Services report attached.
• Angela will be adding a rotating book cart at the apartment buildings at the end of Linwood Ave.
• Vouchers #206-225.  The vouchers were reviewed and signed the previous week because of the meeting date change.  Motion to accept by Margaret, second by Janice to approve vouchers, passed.
• Excellent turn out for beginning computer classes.  They are being held on Thursday @ 6:30.

Motion to adjourn by Margaret, second by Suzenne, passed.

Respectfully submitted,

Carolyn Lyons

Warsaw Public Library

October 11, 2010

Minutes

Present: Chairperson Mary Reagan, Suzanne Aldinger, Carolyn Lyons, Director Angela Gonzalez, Janice Kelsey, Suzenne Miller

A motion was made to waive the reading of the September minutes by Janice, seconded by Suzanne.  Passed.

Old Business

• Outside sidewalk lights are completed.
• Vestibule can now be painted as the walls are replaced.  Angela has requested a quote from Robb’s glass on the door and door/frame.
• Energy Audit.  Angela contacted the representative for a contract with the library name on it.  Ballasts will be replaced.  Contract has been sent in and the company will call to schedule.
• By-law changes.  Language of the treasurer duties and purchasing policy amounts were discussed.  Motion to accept purchasing policy by Carolyn, seconded by Mary.  Passed.
• E Reader.  Angela has purchased a Kindle.  There are issues with Amazon locking the purchasing aspect.
• Long Range Plan.  October 22 there will be a public Focus Group, 8 have responded.

New Business

·        Question of whether to reconvene the school district library committee.  Motion by Mary, seconded by Carolyn.  Passed, 1 abstain.

·        Board will meet with Tom Baldwin on October 27^th at 6:30.

·        Vouchers #183-205.  Motion to accept by Mary, seconded by Carolyn . Passed.

Next meeting November 15.

Respectfully submitted,

Carolyn Lyons

Warsaw Public Library

Board of Trustees Meeting

September 13, 2011

Present:  Mary Reagan, Suzenne Miller, Suzanne Aldinger, Margaret Zeches, Janice Kelsey, Carolyn Lyons, Director Angela Gonzalez

Minutes of the August meeting were read.  Correction of June 14^th not 16^th meeting.  Motion to accept by Carolyn, second by Margaret, passed.

Old Business

·       Outdoor lights - Keith Standera has begun to install.

·       Painting – will be done after vestibule is fixed.

·       Vestibule – will be done in a month.  Angela will call Robb’s for an estimate for a new door as it is rusting and has lost seals.

·       Front desk – another bid was received from Webb brothers.  Carolyn will call KP Construction for another quote.

·       Tread covers – Howards’s will be installing tomorrow.

·       By-laws – Suggested amendments to the by-laws were handed out and discussed.  Angela will correct, email it to the trustees and it will be voted on next month.  As one of the amendments concerns the treasurer she will call Tom Baldwin to speak next month.

·       Suzanne contacted the NYS Comptroller’s office to inquire about a written report from the risk assessment.  She was informed there is no written report; it is information gathering for an audit.

·       Long-range planning- a possible list of members for the committee was distributed.  It is a cross-section of users and non users, ages and needs.  Hopefully it will be October 15 or 22^nd.

·       School District Library – Angela passed out packets to read.

New Business

·       Purchasing Policy – This was handed out.  Changes were suggested to the monetary categories.  It will be voted on next month.

·       E-Reader Policy – Angela will purchase one Nook and one Kindle.  It was discussed that a credit card number would be taken to insure return.  Accurate cost of the readers would be added when purchased.  When they are purchased the board will then vote on the policy.

·       Vouchers #167-182.  Motion by Margaret, second by Janice, passed.

Motion to adjourn by Mary, seconded by Suzenne, passed.

Next meeting October 11.

Respectfully submitted,

Carolyn Lyons

Long-range Plan work meeting Sept. 19th, 6:00pm.

Warsaw Public Library

Board of Trustees Meeting

August 9, 2011

5:00 pm

Present:  Suzanne Aldinger, Janice Kelsey, Suzenne Miller, Mary Reagan, Margaret Zeches, and Director Angela Gonzalez.  Guests- Paul and Dean Webb of DB Webb.  Absent-Carolyn Lyons and Doug Ingles (Town Representative)

Reading of June 14, 2011 minutes

Motion – Accepted as written

Vote – all in favor

Old Business

1. Front Desk – DB Webb presented proposal and will follow up with Angela regarding the copier area and the price of solid surfacing.  (See written proposal for further info.)
2. 2012 Budget – Motion to accept Version #6, (add line regarding estimated cost to replace the  front desk)  MZ/SA, Vote – 5 ayes, 1 absent
3. Outdoor lighting – Keith Standera has ordered the lighting.
4. Painting – tabled until further notice.
5. Vestibule drainage – Motion to accept KP Construction of Attica estimate, not to exceed 10% of quoted price (MZ/JK) Vote – 5 ayes, 1 absent
6. Auditor details – tabled until next meeting 9/13/11

New Business

Back Steps Tread Covers – Angela contacted Jeff Howard and the treads have been ordered and will be repaired.

Appoint Taylor Buck and Kelly Ferreira, pages – (SA/SM), Vote – 5 ayes, 1 absent

2012-2017 Long range plan focus group – Motion to move forward with proposed consulting services (JK/SM), Vote – 5 ayes, 1 absent

E-readers policy – tabled until next meeting 9/13/11

Reconvene School District Library Committee – will discuss at next meeting 9/13/11

Announcements

The last summer concert will take place Wednesday evening.

Suzanne Aldinger would like the board to consider changing the number of members on the Board of Trustees.  This will be revisited at the 9/13/11 meeting or before the ballots are submitted for the November ‘11 election.

Approval of Voucher #s 131-146 and 147-166

Adjournment (MZ/SA) 6:24 pm Vote – 5 ayes, 1- absent

Respectfully Submitted by Suzenne C. Miller, August 10, 2011

The Warsaw Public Library Board of Trustees meeting on August 9th will be held at 5:00 pm instead of the usual time of 7:00.

The Warsaw Public Library Board of Trustees will meet at a special time on August 1st 2011 at 11:00 am.  The usual August meeting will occur on the second Tuesday at 7:00 pm.

Warsaw Public Library


Board of Trustee-Minutes

June 16, 2011

Present: Suzanne Aldinger, Suzenne Miller, Janice Kelsey, Mary Reagan, Carolyn Lyons, Margaret Zeches, Director Angela Gonzalez, Bob Heubusch-town rep and visitors Joanne Caldwell and Jennifer Byroads.

Ms. Byroads asked to speak at the public comment section. Chairperson Reagan read the bylaws concerning the public comment section. Ms. Byroads asked that her daughter receive a letter of apology and that her fines be forgiven.

Suzanne moved and Margaret seconded to remove the fines. Passed.

Minutes of May 10 meeting. Motion to accept by Margaret and seconded by Suzenne. Passed.

John DeGrood off JND Construction came to explain details of his bid to redo the circular desk area and build a new workstation.

· Spindles at the front would have a luan barrier behind them to give privacy to the desk.

· Counter tops would be hardwood.

· Drawers would be customized for library needs.

· Glass for top is not included in the price.

· Electric would be reworked to accommodate cords and wires.

· Exterior of the desk is yet to be decided.

Old Business

· Outdoor lights. Margaret moved and Suzanne seconded to install historical ballards. Passed.

· Painting/vestibule-waiting for another contractor to bid.

· Old computers. Those taken by the sheriff’s office are back and Angela would like to recycle, destroying hard drives

· Desk area. Furniture Barn will not do curved desks. Webb Construction will come in August and prepare a bid..


New Business

· Book Sale. Carolyn will call workers. Janice & Greg will provide tent. Thank you Kelseys.

Director’s Report

· Auditor-Angela handed out notes of other library’s handling of finances. Suzanne will call comptroller’s office for detail clarification. Baldwin gave us a quote of $380 per month, $1,200 annual review.

· By-law changes. Angela gave out a sheet to consider.

· Strategic Planning-Angela has been looking for someone to facilitate this for our five year plan. Suzenne gave her a name to call.

· Project Read Sign-up for Pike Fair.

12-3 Mary

3-6 Margaret

6-9 ?

Vouchers 100-130. Motion to approve by Carolyn, seconded by Janice. Passed.

Motion to adjourn by Margaret, seconded by Suzanne. Passed.

Respectfully submitted,
Carolyn Lyons

Warsaw Public Library
Board of Trustees – Minutes
May 10, 2011

Present: Suzenne Miller, Margaret Zeches, Suzanne Aldinger, Doug Ingles and Bob Heubusch (Town reps), Carolyn Lyons, Mary Reagan, Janice Kelsey, Director Angela Gonzalez. Guests - Town Clerk Kathy Smith, Town Supervisor Ryan and David Almeter.

Old Business
• Outdoor lighting – quote for 2 lights to be positioned along the Court St. sidewalk was received from Keith Standera. He quoted 3 varying prices. Discussion, questions for Keith. It will be addressed next month.
• No quotes have been received for the vestibule damage.
• Front desk & surrounding area quote received from JND Construction. This included a new circular desk, the spindles being opened up, a new circular desk around the spindle and an area to be built over the stairway to accommodate the copier. The wood would be stained to match existing wood and a glass top to cover desk.
Library will get another estimate from the Amish carpenters in Pike and the Furniture Barn in Perry.
• There has been no official notice of the return of the confiscated computers by the Sheriff Dept.

New Business
• Personnel Policy. This was presented, read and corrected. It will be updated again in 2015 and can be amended at any time. Motion by Carolyn, second by Suzenne to accept the policy, passed.
• Auditor. The Town recently went through a risk assessment by the state. Mr. Eugene Hart met with Mary and Suzanne. He had questions about the new charter but felt that was fine. His concern was the payment of checks from the library account. His suggestion was to have our own treasurer and our own lawyer. Supervisor Ryan also met with him and he suggested the same changes. Angela also spoke with Mr. Hart’s supervisor. The library will explore alternate methods of check writing. Angela will talk with other librarians from town libraries to examine their process.
• Angela spoke twice with the Moose about the ruined bushes from their roofing project. They assured her it would be taken care of.

Vouchers 80-99.
• A question was made about having the vouchers earlier. Angela explained she added bills as late as the day of the meeting so they would be paid in a timely manner. Town Clerk Smith explained that she has a prepay system to avoid long delays. With a new treasurer we could modify the system. Motion to accept vouchers by Mary, second by Janice, passed.

Motion to adjourn by Suzenne, second by Suzanne, passed


Respectfully submitted,

Carolyn Lyons
Secretary

2010 Facts and Figures

Collection
Adult Fiction Books 8,170
Adult Non-fiction Books 8,415
Total Adult Books 16,585
Children's Fiction Books 4,407
Children's Non-fiction Books 3,099
Total Children's Books 7,506
Total Cataloged Books 24,091
Audio Books 475
DVDs and VHS 1,384
Print Serial Subscriptions 47
2010 Additions
Cataloged Books 1,169
All Other Print Materials 133
Electronic Materials 12
All Other Materials 333
Total Additions 1,647
Library Sponsored Programs
Adult Program Sessions 28
Young Adult Program Sessions 8
Children's Program Sessions 174
Total Program Attendance 4,624
Total number registered for the library's summer reading program 106
Children's Summer program attendance 604
Warsaw Public Library regularly collaborates with eight other agencies in Warsaw providing children’s and adult programming.
Library visits
Total annual attendance 25,132
Registered resident borrowers 2,766
Registered non-resident borrowers 1,291
Reference Transactions 2,056
Annual number of visits to the library's web site 31,996
Public Computer uses 6,600
WIFI uses 1,289
Circulation
Total Adult Books 23,807
DVDs and Audios and other 27,443
Total Circulation of Children's Materials 11,860
Grand Total Circulation Transactions 60,388
Interlibrary Loan Received 8,178
Interlibrary Loan Loaned 6,479
Receipts
Town of Warsaw $130,840
Warsaw School District Vote $30,091
Library System $3,566
Other $14,526
Total $179,023
Expenditures
Staff $108,909
Collection $26,193
Building $24,044
Misc. $12,505
Contracts $3,077
To fund balance $4,444
Total $179,023

Warsaw Public Library
Board of Trustees Meeting
Tuesday, April 5, 2011

Present: Angela Gonzalez, Suzenne Miller, Mary Reagan, Sue Aldinger, Margaret Zeches, Robert Heubusch (Town Board Representative)

Absent: Carolyn Lyons, Janice Kelsey, Douglas Ingles (Town Board Representative)
Meeting called to order at 7:15pm. Reading of the minutes from March 8, 2011 meeting waived (motion: MZ 2nd: SA; approved)

OLD BUSINESS:
1. Outdoor lighting: will seek an estimate/quote re: new sidewalk lighting on the walkway to the back door & book drop. Waiting for the quote from Keith Standera.
2. Painting back entranceway: on hold until vestibule drainage issues can be assessed & repaired.
3. Front Desk: need to check back with John DeGroot re: design & estimate.
4. Vestibule Drainage: Louis Boyer investigated the drainage problem…water behind brick, hitting drywall. Marcell Wick will also be contacted for a second opinion.

NEW BUSINESS:
· Bereavement policy for part-time staff, library trustees reviewed and agreed take this wording out of the proposed personnel policy.
· School budget vote letter. The Warsaw Public Library Board of Trustees requests an increase in the sum collected by the Warsaw School District for Warsaw Public Library by 3% from $30,091.00 to a sum of $30,994 for the year of 2011-2012. Thank you for your assistance with this important undertaking. Please contact us if you have any questions.(Motion: SM 2nd: MZ; approved)

Vouchers: #68-79 reviewed; vouchers signed (motion: MZ/2nd: MR; approved)

Other:
· The personnel committee will meet prior to the next Board of Trustees meeting to update the personnel policy.
· Idea shared by Angela regarding Community Connection…September is Library Card Sign Up Month…approach Businesses for discounts connected with having your library card.
· Margaret Zeches attended the Town Board meeting on March 14th and presented recent updates from the Warsaw Public Library. Mary Reagan will attend the Town Board meeting on April 11th.
· Trustee Training Thursday May 5th, at PLS Headquarters in Canandaigua, 2557 State Route 21, Canandaigua, NY 14424. Topic: District and Funding Options with Libby Post. Light supper from 5:30-6 pm; Program from 6- 8:30.


Motion to adjourn at 7:49pm

Respectfully Submitted,

Suzenne C. Miller

Next Library Board meeting, April 5th, 7:00pm
Personnel Policy meeting, March 23rd, 10:00am

Warsaw Public Library
Board of Trustees Meeting
March 8, 2011


Present: Angela Gonzalez, Carolyn Lyons, Suzenne Miller, Mary Reagan, Sue Aldinger, Margaret Zeches, Janice Kelsey
Absent: Douglas Ingles (Town Board Representative)
Public Attending: Robert Heubush, Rebecca Ryan
Meeting called to order at 7:00pm. Reading of the minutes from February 8, 2011 meeting waived (motion:SA/2nd:MZ; approved)
OLD BUSINESS: (1) New Charter: {A} Re: # of trustees, will keep 6 trustees, no action needed; {B} Board Members newly defined terms based on original election will be as follows: Term ending after Dec 2011 meeting: Carolyn Lyons & Suzenne Miller
Term ending after Dec 2012 meeting: Mary Reagan & Janice Kelsey
Term ending after Dec 2013 meeting: Sue Aldinger & Margaret Zeches
{C} Motion to enact the new charter (motion: MZ/2nd:SA; approved)
{D} All Trustees will need to sign a new oath of office at the County Clerks Office, or at the Warsaw Town Office.


(2)Outdoor lighting: will seek an estimate/quote re: new sidewalk lighting on the walkway to the back door & book drop (Carolyn to address)
(3)Painting back entranceway: on hold until vestibule drainage issues can be assessed & repaired.
(4)Front Desk: need to check back with John DeGroot re: design & estimate.
(5)Warsaw Police Dept: Carolyn spoke with Chief Blythe re: sex offender publications. They are able to distribute Level III Sex Offender information, and will provide this information to WPL when the information is also provided to schools, etc.; Officers will stop in the library as able to be a social presence in the library.
NEW BUSINESS: (1) New Officers: After discussion, motion from the floor for new officers to be: Chairperson: Mary Reagan; Vice Chairperson: Suzenne Miller;
Secretary: Carolyn Lyons (vote: slate of officers approved)
(2)Angela’s Evaluation: Personnel Committee with address her evaluation. Board members with concerns/comments to share should contact a committee member
(3)Vestibule drainage: need to address issues needing repair (Carolyn to see contractor for estimate)
Vouchers: #50-67 reviewed; vouchers signed (motion: SM/2nd:CL; approved)


Letter presented (copy on file) to the Board by Rebecca Ryan regarding concerns brought to the Warsaw Town board by a resident. All concerns previously addressed with this resident, and trustees explained the status of each issue. Letter will be drafted to further address the concerns for the Warsaw Town Board. Supervisor Ryan also requested that the Library board have a representative present at Town Board Meetings (2nd Monday of each month at 7:00pm) to present library status reports. Next meeting is Monday, March 14th. Margaret Zeches will represent WPL Board of Trustees at this meeting.


Motion to adjourn at 8:05pm (motion:SM/2nd:MZ; approved)
Respectfully Submitted,
Mary Reagan

Personnel Policy Committee meeting 3/1/11 10am.

Personnel Policy Committee meeting 2/15/11, 10 am.

Warsaw Public Library
Board of Trustees Meeting
February 8, 2011


Present: Angela Gonzalez, Carolyn Lyons, Suzenne Miller, Mary Reagan, Sue Aldinger, Margaret Zeches, Douglas Ingles (Town Board Representative)
Absent: Janice Kelsey
Public Attending: Jennifer Byroads, Robert Heubusch
Meeting called to order at 7:01pm. The Board offers our sympathy to library board member Janice Kelsey on the death of her mother.
Public Comment Period: Jennifer Byroads: expressed continued concern for patron safety & requested update on safety issues addressed since Nov 2010 meeting
Reading of minutes from Dec 14, 2010 meeting waived. (motion:SM/2nd:CL; approved)

OLD BUSINESS: (1) Action Plan Update (re: safety of patrons & staff); all items addressed & completed, or in process (ie. new computers & new outside lighting);
(2) New Charter: will wait to discuss this at our next meeting when all members can participate in the discussion; (3) Outdoor lighting: New light over back door, new light on sign in front of library, 2 pole lights in front have been repaired; (4) back door closet & painting complete; (5) front desk: having a new desk designed, awaiting new design presentation. (Design will include optimal spot for video surveillance equipment); (6) Lawyer Letter approval: Motion: “If we retain services of Whiteman, Osterman & Hanna, LLP in the future the board will approve contacting the firm” (motion: CL/2nd:SM) approved (vote:3-approve/2-oppose)


NEW BUSINESS: (1) New Officers: will address new officers at our next meeting; (2) Adoption of ALA Code of Ethics: Motion: “To recognize the ALA Code of Ethics for the library” (Motion: SA/2nd:SM) approved. (2) New Clerk: Sue Sitarek in a civil service, non-competitive position. Sue began work on January 4,2011 and is scheduled to work 8 hours per week. (Motion: MR/2nd:CL) approved. (3) Schedule Personnel Committee Meeting (members: CL/MR/SA): will meet Tuesday, Feb 15 @ 10:30am; (4) Long Range Plan: need to seek a facilitator for a focus group for our long range plan, Angela will look into facilitator options, we will be asking community members to participate in the focus group; (5) Annual Report to PLS presented & reviewed by board members. Motion: “Approve Annual Report as presented” (motion:MR/2nd:SM) approved.


ANNOUNCEMENTS: (1) Lobby Day is March 1st.--participation is encouraged; (2) Two persons have expressed interest in running for the library board in the fall. (Carolyn will contact them about eligibility and the process for election.)


Vouchers: reviewed vouchers 1-49 (January # 1-27 & February # 28-49); vouchers signed (motion:MZ/2nd:SM) approved.


Next Meeting: Tuesday, March 8, 2011 at 7:00pm
Meeting adjourned (motion CL/2nd:MR) at 8:25pm.
Respectfully Submitted, Mary Reagan