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