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

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

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

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

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

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

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