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

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

 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 .