Warsaw Public Library Board of Trustees Minutes

Board of Trustees Meeting Minutes 02/13/2012

2012-02-16T08:33:00.000-08:00

Warsaw Public Library The Meeting was called to Order by Pres. Mary Reagan at 7:02pm
Present: Mary Reagan, Pres., Janice Kelsey, Margaret Zeches, Sue Heubusch, Dave Almeter, Suzanne Aldinger
Absent: Tracey Hockey, Town of Warsaw representative (conflict with Town Meeting)
Waived reading of the Minutes from the 12/13/2011 meeting with the following correction: Margaret Zeches was present at the meeting. Approved. Waived reading of Minutes from meeting 1/23/2012 with no corrections.
OLD BUSINESS: Approved. 1) Joanne Caldwell, Acting Library Director Report
(A) update on day to day running of the library.
(B) Staffing is working out well. Mary Conable, Children’s Services Director, has returned to work and will resume her Children’s Story Hour on Tues., February 14, 2012.
(C) Attachments include: Budget Report, deposits, vouchers. Joanne requested permission to pre-pay utility bills to avoid late charges. Motion by: Dave Almeter 2
Ayes: 6 Noes: 0 Absent: 0 Approved nd: Margaret Zeches to approve pre-payment of utilities. (D) The Library received a notice from Five Star Bank that Certificate of Deposit 224143007 is due to mature on 2/16/2012 and there is a savings account which is non-interest bearing (was CD but was not rolled over on maturity date). Motion by: Sue Heubusch 2
Ayes: 6 Noes: 0 Absent: 0 Approved
At 7:45pm a motion was made by Dave Almeter and 2
At 8:02pm a motion was made to exit Executive Session by Margaret Zeches 2
Ayes: 6 Noes: 0 Absent: 0 NO ACTION TAKEN nd: Janice Kelsey combine these two (2) accounts into one (1) CD. nd by Margaret Zeches to enter into Executive Session to discuss matters leading to the employment/hiring of a Library Director I. Ayes: 6 Noes: 0 Absent: 0 nd by: Sue Heubusch 4) Health Insurance options update (Sue H.) Sue Heubusch checked with several agencies Town, County, insurance, Chamber of Commerce (does not have a program), for health insurance costs for single and family coverage. The costs are excessive but we will continue to research Library groups or associations.
5) The Board also briefly discussed the proposed financial/banking MOU with the Town of Warsaw which will remain tabled until after we have a response from the Town Board and put a new Library Director in place.
6) Discussion continues on the replacement of the back door (Robb’s Glass quote was $5,710.) Other vendors are being sought. Also, the renovations of the front desk and minor cosmetic issues will continue. NEW BUSINESS:
Ballot voting was implemented.
President: Suzanne Aldinger Suzanne Aldinger - Nomination by David Almeter 2
Mary Reagan – Nomination by Janice Kelsey no second
Ballot vote : yes- 4 no- 2 1) Election of new officers- The President called for nominations from the floor for the following: nd by: Margaret Zeches Vice President: Janice Kelsey Janice Kelsey – Nomination by Suzanne Aldinger 2
Ballot vote: yes-5 no- 1 nd by: Susannah Heubusch Secretary: Susannah Heubusch Mary Reagan – Nomination by Sue Heubusch 2
Mary Reagan declined the nomination.
Susannah Heubusch – Nomination by Margaret Zeches 2
Ballot vote: yes – 5 abstain: 1
2) 2011 annual report to PLS. Reviewed by Board. Report will be published for public view. 3) WPL General Policy: copies were handed out for review and any changes will be discussed at our next meeting. nd by Janice Kelsey nd by: Dave Almeter ANNOUNCEMENTS
The next regular meeting will be on Tues., March 13, 2012 at 7:00pm Library Advocacy Day Tuesday, March 6, 2012: attendance encouraged by PLS for this bus trip. If members did not receive the brochure contact the library. Approval to pay VOUCHERS # 19___ through # 34__ Total payment of vouchers approved: $5,578.34 Motion by: Dave Almeter 2
Adjournment at 8:58pm
Motion by: Margaret Zeches 2
Minutes were prepared by: Suzanne Aldinger, Trustee nd: Margaret Zeches Ayes: 6 Noes: 0 Approved nd by: Susannah Heubusch Ayes: 6 Noes: 0
Board of Trustees Meeting Minutes Monday, February 13, 2012
7:00 pm

2012-01-25T14:56:00.001-08:00

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

2012-01-19T09:19:00.000-08:00

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

2012-01-10T09:16:00.000-08:00

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 9^th, 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 2^nd: 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

2012-01-03T11:02:00.000-08:00

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

2011-12-20T08:28:00.000-08:00

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

2011-11-21T06:13:00.001-08:00

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

2011-10-24T05:40:00.001-07:00

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

2011-09-19T06:52:00.001-07:00

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

2011-08-29T06:00:00.000-07:00

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

2011-08-10T05:43:00.001-07:00

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

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.)
2012 Budget – Motion to accept Version #6, (add line regarding estimated cost to replace the front desk) MZ/SA, Vote – 5 ayes, 1 absent
Outdoor lighting – Keith Standera has ordered the lighting.
Painting – tabled until further notice.
Vestibule drainage – Motion to accept KP Construction of Attica estimate, not to exceed 10% of quoted price (MZ/JK) Vote – 5 ayes, 1 absent
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

2011-08-04T10:16:00.000-07:00

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.

2011-07-25T11:54:00.000-07:00

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.

2011-07-21T07:40:00.000-07:00

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

2011-05-23T13:05:00.001-07:00

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

2011-04-27T11:20:00.001-07:00

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

2011-04-07T07:34:00.000-07:00

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

2011-03-09T08:18:00.000-08:00

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

2011-03-09T08:14:00.000-08:00

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

2011-02-15T10:20:00.000-08:00

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

2011-02-14T05:14:00.001-08:00

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

2011-02-09T09:00:00.000-08:00

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

2010-12-15T06:41:00.001-08:00

Warsaw Public Library
Board of Trustees Meeting
December 14, 2010

Present: Angela Gonzalez, Carolyn Lyons, Suzenne Miller, Mary Reagan, Sue Aldinger, Margaret Zeches, Douglas Ingles (Town Board Representative), Janice Kelsey
Meeting called to order at 6:57pm. Reading of the minutes from the November 9, 2010 meeting waived (motion:MZ/2nd:SA/approved)

Old Business: (1) Computer & Internet Use Policy: amended policy as updated effective today (motion:MR/2nd:SM/approved); (2) Video Surveillance Policy: effective today as written (motion:MZ/2nd:JK/approved); (3) RE: Video Surveillance installation. Contract for work to be done at $6,900.00 plus some equipment that they will provide instead of library purchasing it separately; anticipate work to begin soon; weather has delayed other projects, which is delaying work on our project. (4) Safety Policy/Rules of Conduct: Policy will be on website, a pamphlet of Rules of Conduct will be given to new card holders. Following discussion will re-insert in section re: Banning: item #6, will add: ”copy to be sent to Warsaw Village Police”. Motion enacting policy with amendment to #6 as noted above. (motion:SA/2nd:MZ/approved); (5) Children’s Library Use Policy: enact policy as written. (motion:MR/2nd:SM/approved); (6) PennySaver Advertisement/Letter: Discussed revision to include actions taken (ex: video surveillance cameras, new interior locking doors). Decision to have a full page ad in the Warsaw PennySaver, and to also have letter printed in the Country Courier. (motion:MZ/2nd:CL/approved); (7) Outdoor lighting. Estimate from Valley Electric for 6 different installations for a total of $14,960.00; fixtures have been ordered for illuminating the new sign ($695.00) and a new fixture over the back door ($215.00). Will wait on other lighting work at this time. May pursue additional estimates. (8) Consolidating small CD’s. The five perpetual account CD’s will be consolidated as possible. Two CD’s were combined in November 2010 with a total value at that time of $4,577.00. In the spring three more small CD’s will be consolidated for a total amount of approximately $6,200.00. (9) Building of a back door closet and painting have been put on hold.

New Business: (1) Letter from attorney(Robert T. Schofield) specializing in library law (Whiteman, Osterman & Hanna) distributed. Safety Committee spoke with attorney via phone conference call. (2) NY State Lobby Day/bus trip to Albany is March 1st; attendance encouraged. (3) EPIC Training sessions (First Aid & Surfing Safety) will be held Dec. 28th. (4) Parents Guide to Children in the Library information presented. Pamphlet will be created form this information.

Reviewed vouchers #215-239; includes 2 new computers; vouchers signed. (motion:JK/2nd:MR/approved)

Next Meeting: February 8, 2011 at 7:00pm.
Adjournment at 7:50pm (motion:MR/2nd:MZ/approved)
Respectfully Submitted,
Mary Reagan

2010-11-22T05:20:00.000-08:00

Warsaw Public Library

Safety Policy Committee Meeting Minutes November 18, 2010 3:30pm

Present: Suzanne Aldinger, Carolyn Lyons, Margaret Zeches, Angela Gonzalez

Absent: Mary Reagan

Agenda Items	Discussion	Decision	Action
Angela Gonzalez presented the following:
. 1. Filtering language in Computer Use Policy…	The following language will be added to the Computer and Internet Use Policy/Minor Internet Use Permission Form: Pioneer Library System contracts with Time Warner to provide content filtering to ensure that its libraries are in compliance with the Children’s Internet Protection Act (CIPA) and insures that libraries remain eligible for certain federal funding. Warsaw Public Library cannot and does not guarantee that the filtering software will block all obscenity, child pornography or other materials that are harmful to minors. Nor can the Library guarantee that filtering software will not restrict access to sites that may have legitimate research or other value. *Parents are therefore ultimately responsible for monitoring the Internet activity of their children even though filtering software is used.*	Motion: aldinger Ayes: 3 Noes: Absent: 1	Carried: X Defeated: Referred to: full Board of Trustees

2. Library Guest Pass use ………………….	The following amendments will be made to #7 of the Guidelines of the aforementioned policy: The guest must present current photo ID and sign a guest register. Guest passes are good for one time use. #10 A patron who accidentally opens an inappropriate web site and cannot close it should report this to the front desk immediately.	Motion: Zeches Ayes: 3 Noes: Absent: 1	Carried: X Defeated: Referred to: full Board of Trustees

3. General Safety Policy	The following items were incomplete and will be presented at the next committee meeting: -Incident Report -Banning Procedures –Repeat Offenders -Violation Notice and procedure.	Motion: Ayes: Noes: Absent:	Carried: Defeated: Referred to: NO ACTION

4. Children’s Safety Policy……	This policy is a work in progress by Mary Conable and will be completed by the next committee meeting. A parent’s guide to supervising their children’s library experience at WPL will be put in pamphlet form.	Motion: Ayes: Noes: Absent:	Carried: Defeated: Referred to: NO ACTION
5. Video Surveillance Policy	See attached………	Motion: Lyons Ayes: 3 Noes: Absent: 1	Carried: X Defeated: Referred to: Full Board of Trustees

6. Patron Rules of Behavior	See attached…………….This will also be put into pamphlet form for easy hand out.	Motion: Zeches Ayes: 3 Noes: Absent: 1	Carried: X Defeated: Referred to: Full Board of Trustees
6. Lawyer Letter	A letter from a lawyer who specializes in Library Law was received by the Director describing services, rates, etc. for consideration by the Board of Trustees to be presented at the next full board meeting.	Motion: Lyons Ayes: 3 Noes: Absent: 1	Carried:X Referred to: Full Board of Trustees
7. A public service announcement/News Release ….	This statement will be prepared by Mary Reagan (with approval by attorney) as soon as possible for publication in the Pennysaver. The statement will be sent via email to all board members for their approval prior to publication	Motion: Aldinger Ayes: 3 Noes: Absent: 1	Carried: X Referred to: Board of Trustees

Next meeting scheduled for Thurs. December 02, 2010 @ 3:30pm .

2010-11-10T05:18:00.001-08:00

Warsaw Public Library

Board of Trustees Meeting

November 9, 2010

Present: Angela Gonzalez, Carolyn Lyons, Suzenne Miller, Mary Reagan, Sue Aldinger, Margaret Zeches, Douglas Ingles (Town Board Representative) Absent: Janice Kelsey

Meeting called to order at 7:00pm.

Began with Public Comments (one request to speak):

Jennifer Byroads: spoke of her concerns regarding the recent arrest of a library patron and her safety concerns for other library patrons, especially minors.

Minutes from October 12, 2010 meeting; motion to accept minutes as written (motion SA/2nd SM); approved.

New Business:

Proposed Action Plan (Goal: To protect the safety of all patrons and staff at Warsaw Public Library) Some implemented and several planned actions were discussed. A “Safety Committee” will be formed, and will further address consideration of, and implementing changes, including the notification of the public of these actions.
Motion MZ/2nd SM to add #9 to Computer & Internet Use Policy (regarding patrons not moving computer monitors); approved.
Consolidating small CD’s: Angela will be contacting Five Star Bank to inquire about several small CD’s that belong to the library to determine if the accounts would be appropriate to consolidate. Will report back with findings at a future meeting.
Safety Committee will include: C. Lyons, M. Reagan, S. Aldinger, & M. Zeches.
Personnel Committee will meet after initial Safety Committee changes are addressed. Personnel Committee will include: C. Lyons, M. Reagan, S. Aldinger.
Carolyn Lyons was awarded the HANSON AWARD at the PLS (Pioneer Library System) Annual Meeting on October 13th in recognition of her 30 years of support to libraries in Wyoming County. Congratulations Carolyn.

Old Business:

Outdoor lighting: Keith Standera has ordered a new light for the back entry door area, and a light to illuminate the front sign. Installation is anticipated ASAP.
Construction of a closet by the back door to store the brooms, shovels, etc will be arranged by Carolyn.

Reviewed vouchers #196-214 (motion MR/2nd SM); approved; vouchers signed.

Discussed installation of a camera security system, as part of the Proposed Safety Plan. Anticipate quote from Casco for camera security system by Friday, November 12th.

Motion: Approve installation of camera security system by Casco, for a quote not to exceed $11,000.00. (motion: MZ/ 2nd SA) unanimous approval.

Meeting adjourned at 7:55pm.

Next Meeting scheduled for: December 14th, 2010 at 7:00pm.

Respectfully Submitted,

Mary Reagan

Posting:
Safety Policy Committee meetings scheduled 11/18/10 3:30 and 12/2/10 3:30