Wednesday, January 25, 2012

Warsaw Public Library
Board of Trustees Special Session
Agenda
January 23th, 2012
7:00 pm
Present: Mary Reagan, Pres.; Janice Kelsey; Margaret Zeches; David Almeter; Sue Heubusch; Suzanne
Aldinger, Joanne Caldwell, Acting Library Dir., Tracy Hockey, T/Warsaw Rep
Call to Order: by Pres. Mary Reagan at 6:58pm
The reading of the Special Session minutes from Tues., January 10th, 2012 was waived and a motion to approve the
minutes made.
Motion: Margaret Zeches 2nd: Sue Heubusch Ayes: 6 Noes: 0 Absent: 0
The purpose of this special meeting was to continue the job search process and strategy for a Library Director or
Manager.
1. Several Wyoming County Civil Service “Change of Employment” forms (#426) were reviewed as follows:
a. Library Director resignation (letter of resignation w/original signature from Angela Gonzalez was placed in her
personnel file) copy attached to form #426.
b. Out of title pay for Joanne Caldwell as Acting Library Director.
c. Revised/updated changes for Library Pages.
At the suggestion of Wyoming County Civil Service the Board authorized Joanne Caldwell, Acting Director to complete/
sign all forms necessary and submit to the Civil Service office.
2. Hiring a new Library Director I process:
Reviewed the Class Specs for Civil Service positions of Library Director I (current job description) and Library
Manager. The Board discussed whether or not we need a change of direction, a different type of leadership, or a
different set of skills, education or experience. It was decided that Library Director I position will be sought. Wyo. Co.
Civil Service does not currently have a list for this position therefore, as the position is competitive, it will be filled
provisionally until a test is scheduled by the state. The Board also discussed salary, benefits, and other pertinent
information in forming a well written candidate profile. The Board will review the recent Long-Range Plan Summary to
assist in what type of director is needed to lead the library in the direction it needs to grow and provide the community
needs of this plan. Develop division of responsibility as to the relationship between the director and board. The Board
will continue to develop a full job posting, further hiring strategies and recruitment tools such as a search committee,
advertising etc. at our next meeting.
ANNOUNCEMENTS:
Next Meeting will be: Mon., February 13th, 2012 at 7:00pm
**February 13th meeting will be the Annual Meeting with election of Officers for 2012
Adjournment: 8:30 pm Motion: Sue Heubusch 2nd: Dave Almeter Ayes: 6 Noes: 0 Absent: 0
Minutes were prepared by: Suzanne Aldinger, Trustee

Thursday, January 19, 2012

Warsaw Public Library
130 North Main Street, Warsaw, NY 14569
Board of Trustees Special Session
Tuesday, January 10, 2012 7:00pm
Present: Mary Reagan, Pres.; Janice Kelsey, Suzanne Aldinger, Sue Heubusch, David Almeter, Tracey Hockey, Town
of Warsaw Representative, Guest: Cassie Gutherie, Exec. Dir. , PLS
Absent: Margaret Zeches
New business:
The purpose of this special session to discuss a job search to replace outgoing Library Director, Angela Gonzalez. A
letter of resignation dated January 2, 2012 was received by the Board via email stating that her last day would be
January 27, 2012, however, as she has unused vacation her last day will be Thurs., January 12, 2012. The letter was
presented to the Board but was unsigned. The Board requested that the letter be signed before it can be accepted.
Mary will see that the signature is provided and the original signature copy is placed in the Angela’s personnel folder.
Cassie Gutherie, Exec. Director of the Pioneer Library System attended to provide the Board with a brief guide to
conducting a Library Director Search. She reviewed the following suggestions to begin the process:
1. Determine the library’s future needs and develop a profile of your ideal candidate
2. Plan a hiring strategy, taking into account civil service requirements, and recruit job applicants
3. Screen applicants
4. Assess applicants
5. Hire a director
6. Establish mutual expectations
7. Celebrate
Cassie provided a handout briefly covering these steps and sample advertisements for the position. As we are a
municipal library we do have to work with Wyo. Co. Civil Service to determine their requirements.
Mary has contacted Wyoming County Civil Service and provided the information she received. Discussed a change in
title and other scenarios that could possibly be considered.
The Board decided to temporarily promote Joanne Caldwell, Library Assistant, to Acting Director effective Friday,
January 13, 2012 with an increase of 8 hours p/wk. (total 27 hours p/wk.) and provide out of title pay of $300. P/wk. as
her responsibilities are greatly expanded. Mary will contact Wyoming County Civil Service regarding this action. Sue
Heubusch will contact Baldwin Assoc. on how to proceed with payroll. Motion by: Dave Almeter 2nd by: Sue
Heubusch
Ayes: 5 Noes: 0 Absent: 1, Margaret Zeches
Authorized payment of January 2012 vouchers #1-18 totaling $4,791.07.
Motion by: Janice Kelsey 2nd by: Mary Reagan
Ayes: 5 Noes: 0 Absent: 1, Margaret Zeches
Adjourned at 9:06pm Motion by: Suzanne Aldinger 2nd by: Mary Reagan
Ayes: 5 Noes: 0 Absent: 1, Margaret Zeches
The next scheduled meeting will be Monday, January 23, 2012 at 7:00pm.
Recorded by: 
Suzanne Aldinger, Trustee

Tuesday, January 10, 2012

Warsaw Public Library Board of Trustees Meeting
Friday, January 06, 2012  7:00PM
Present: Mary Reagan, Pres.; Janice Kelsey; Margaret Zeches; David Almeter; Sue Heubusch; Suzanne Aldinger
1.      Discuss recent changes in operational hours of library. Vote to pass Resolution No. 2012-01 (attached)
Call to order:  7:02PM
The discussion was opened by Mary Reagan who quoted from the August 9th, 2011 minutes of the Board meeting as follows:
Old business: #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
While it was agreed by all that there was to be a 3 hour reduction of operational hours, many of the members assumed that the new schedule would be presented to the full board for review.  As version #6 of the 2012 budget was not included in the recorded minutes stating anything other than the above, the lack of communication by the Director with the full board created this discussion.  We also concluded that while timely notification may have been given to regular patrons, the community as a whole was not notified properly through the local media (ex: radio, print publications, etc.)  David Almeter and Sue Heubusch expressed a concern that after a negative advertisement appeared in the Warsaw Penny Saver prior to the their election in Nov. 2011 inferring that they (by name) may be contemplating closing the library, this reduction in hours may be interpreted as a first step. As the library will be undergoing aggressive reorganization of staff shortly (due to a resignation), the majority agreed to maintain the original hours of operation and remain open until 8:00pm on Thursdays for the convenience and the quality of services for the entire community. Mary Reagan objected to the language of the Res. feeling that it should be more flexible. However, as our budget is a flexible document and not a rigid rulebook,  plans and situations will change during the fiscal year and the full board has the authority and responsibility to consider new situations through this process.
David Almeter made a motion to pass Res. No. 2012-01 as written and the motion was carried.

This emergency meeting was called in accordance the By Laws of the WPL by three Trustees: Almeter, Aldinger, and Zeches and held at the Warsaw Town Office.
Public Notice was given in accordance with the NYS Open Meetings Law. Adjourned:  7:52pm Motion by: Zeches    2nd: Aldinger                Minutes were prepared by: S. Aldinger, Trustee

RESOLUTION NO. 2012-01
January 6, 2011
Minimum Hours of Operation for Warsaw Public Library Established
WHEREAS, the purpose of this Resolution is to clarify the minimum operational hours of the Warsaw Public Library; now therefore
BE IT RESOLVED, that the Board of Trustees of the Warsaw Public Library, 130 North Main Street, Warsaw, NY does hereby establish minimum hours of operation at said library as follows:
Monday – 10:00am to 8:00pm
Tuesday – 10:00am to 8:00pm
Wednesday – 1:00pm to 8:00pm
Thursday – 1:00pm to 8:00pm
Friday – 1:00pm to 5:00pm
Saturday – 1:00pm to 5:00pm (closed July and August)
This resolution shall take effect immediately.
Carried:            Ayes:            5                      Noes:            0                      Abstain: 1, Mary Reagan

Tuesday, January 3, 2012

January 10, 2012 Special Library Board Meeting 7:00 pm.