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
Wednesday, March 9, 2011
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
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
Wednesday, February 9, 2011
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
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
Wednesday, December 15, 2010
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
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
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