Warsaw Public Library Board of Trustees Special Meeting Tuesday, May 29, 2012

WARSAW PUBLIC LIBRARY
Board of Trustees
Special Meeting
Tuesday, May 29, 2012
On May 29, 2012 a special meeting of the Board of Trustees was called to order by president Suzanne Aldinger. Present were trustees Mary Reagan, Janice Kelsey, Susannah Heubusch, Dave Almeter, Suzanne Aldinger and acting Librarian Joanne Caldwell.
A motion was made by David Almeter to enter Executive session to discuss procedures for hiring Library 1 Director. Motion was seconded by Margaret Zeches.
Executive session was entered into at 6:55 pm.
A motion was made by Margaret Zeches to exit Executive session and 2nd by Janice Kelsey. Left executive session at 7:45 pm.
No action was taken.
A motion was made by Margaret Zeches and 2nd by David Almeter that the Warsaw Public Library board approves the change in the Job Description of the position of Library Director 1 and request that the Wyoming County Civil Service Commission approve the change in required experience from 1 year of professional library experience to 0-2 years professional library experience, and that all other requirements remain as submitted per attached Job Description in accordance with Civil Service Law (Sec. 22 and the Rules of Wyoming County Civil Service.
Ayes: 6 Noes: 0 Motion Carried
A motion was made by David Almeter and 2nd by Margaret Zeches that the Job Opportunity for a Library Director 1 be reposted following the Civil Service update to the job description.
Ayes: 5 Noes: 1 Suzanne Aldinger Motion: Carried
Motion was made by Mary Reagan to adjourn the meeting second by Margaret Zeches.
Meeting adjourned at 8:02 pm.
Submitted by Susannah Heubusch, Secretary

Warsaw Public Library Board of Trustees Tuesday, May 8, 2012

Meeting was called to order at 7:10 pm by President Suzanne Aldinger
Present were Trustees: Suzanne Aldinger, Janice Kelsey, David Almeter, Mary Reagan, Susannah Heubusch, Joann Caldwell (acting library director), and Tracy Hockey (Town representative). Absent was trustee Margaret Zeches.
A motion was made by David Almeter and 2nd by Janice Kelsey to waive the reading of the minutes from the last meeting.
Ayes: 5 Noes: Absent: Margaret Zeches Motion carried
Joanne handed out an information packet containing the meeting agenda, Interim Directors Report, Children's Services Report, Library Director 1 Timeline, Resolution No. 2012-02, draft of letter to Lydia Herren offering her the position of Library Director 1, reference letter from Boston Free Library in regards to Ms. Herron. estimate for back door from Dan Moran in Nunda, Budget Report, monthly statement of Supervisor Town of Warsaw, monthly new users per town libraries.
Suzanne Aldinger will send out the letter offering Lydia Heron the position of Library Director 1.
A motion was made by David Almeter and 2nd by Susannah Heubusch that the date for reply change from May 28, 2012 to May 18, 2012 and if she accepts the board would like her to start work by Monday, June 4, 2012.
Ayes: 5 Noes: Absent: Margaret Zeches Motion Carried
A motion was made by David Almeter and 2nd by Janice Kelsey that Resolution No. 2012-02 be accepted upon acceptance of offer.
RESOLUTION NO. 2012-02
May 8, 2012
L. Herren Appointed Library Director 1
BE IT RESOLVED, that the Warsaw Public Library Board of Trustees hereby appoints Lydia F. Herren, 11004 Moore Road, Springville, New York 14141, to the position of Library Director 1 in the Warsaw Public Library, effective June 4th, 2012, said salary to be $35,000.00 annually, and be it
FURTHER RESOLVED, that this appointment is made in full compliance with New York State Civil Service Law, New York State Education Law and Wyoming County Civil Service Rules.
Ayes: 5 Noes: Absent: 1, M. Zeches Motion carried
As the board would like to have the Director work at least one Saturday per month and to rotate her evening hours so that she becomes familiar with all employees and patrons it was suggested that she present her schedule each month for review.
A suggestion was made that once the new director was settled in it might be a nice idea to have a "meet and greet" at the library to give the public and the new director an opportunity to get acquainted. Maybe in the early fall.
Dan Moran had sent an e-mail with a quote for the back door. The quote stated an aluminum door. It was questioned as to whether that door should be steel. Suzanne Aldinger and Joanne Caldwell will make some inquires as to what is the most secure. A motion was made by David Almeter and 2nd by Mary Reagan that they were authorized to approve option one of the estimate if they were satisfied with the information obtained by the query.
Ayes: 5 Noes: Absent: Margaret Zeches Motion Carried
Loaning of the Kindle has been delayed due to trying to decide how best to carry out the loan process. It was decided to purchase a American Express card and set up an account through the library, which the borrower would use to download to the Kindle. A motion was made by Susannah Heubusch and 2nd by Janice Kelsey to allow Joanne Caldwell to purchase a card to be used only in conjunction with the Kindle.
Ayes: 5 Noes: Absent: Margaret Zeches Motion carried.
T & D Plumbing has fixed the ceiling tiles and the leak. (See directors report)
The Diane Sundt Memorial Table and Chairs are in place. These were hand made using memorial donations in Memory of Diane Sundt.
Reviewed Child Services Report, which is included in the packet. Motion was made by Mary Reagan to approve the report and 2nd. by Susannah Heubusch'
Ayes: 5 Noes: Absent: Margaret Zeches Motion carried.
Audited and approved payment of vouchers #69 through #89 in the amount of $10,558.60.
Motion by: Susannah Heubusch 2nd: Janice Kelsey
Ayes: 5 Noes: Absent: Margaret Zeches Motion carried
Motion to adjourn was made by David Almeter and 2nd by Mary Reagan. Meeting adjourned at 8:08 pm
Submitted by Susannah Heubusch, Secretary

Warsaw Public Library Board of Trustees Meeting Monday 04/23/2012

Warsaw Public Library
Board of Trustees Meeting
Monday, April 23, 2012
Meeting was called to order by president Suzanne Aldinger at 7:00 pm.
Present were: David Almeter, Suzanne Aldinger, Mary Reagan, Janice Kelsey, Margaret Zeches, and Susannah Heubusch
David Almeter made a motion that we go into executive session to discuss the merits of each of the candidates applying for Library Director. Motion was seconded by Mary Reagan.
Ayes: 6 Noes:
At 8:00 pm a motion was made by Mary Reagan to leave executive session and was seconded by Janice Kelsey.
Ayes: 6 Noes:
No action was taken.
A consensus by the full board was to make an employment offer to the first choice candidate.  Health Insurance: Offer $5000.00 to go toward whatever insurance he/she wants or through the Wyoming County Chamber of Commerce.
Salary: $35,000 annually
Suzanne Aldinger will initiate the reference checks, contact Wyoming County Civil Service and Pioneer Library System for advice on written employment offer and procedures required by Civil Service for Training and Experience Exam.
Have Joanne look up Angela's contract to give us an idea of what should be included in the new contract.
Meeting adjourned.
Submitted by Susannah Heubusch

Library Board of Trustees Meeting April 21, 2012

Warsaw Public Library
Board of Trustees
Saturday April 21, 2012
The Warsaw Public Library board of trustees was called to order at 2:00 pm. Present were board members: Suzanne Aldinger, David Almeter, Margaret Zeches, Janice Kelsey, Mary Reagan, Susannah Heubusch and Joanne Caldwell, acting Librarian.
At 2:02 pm a motion was made for the board to enter into executive session for the purpose of interviewing candidates for the position of Library Director 1. Motion made by Mary Reagan and 2nd by Janice Kelsey.
Ayes: 6 Noes: 0
At 4:25 pm a motion was made to leave executive session. Motion made by David Almeter and 2nd by Mary Reagan.
Ayes: 6 Noes: 0
Not action was taken.
There was a discussion on a date for a special meeting to decide which candidate would be offered the position of Library Director. David Almeter made a motion that we meet Monday, April 23 at 7:00 pm and was seconded by Margaret Zeches. Motion was carried.
Joanne Caldwell brought out the information for sitting at the Wyoming Co. Fair. Warsaw is slated to be there on Wednesday, August 15 from 12:00 pm to 9:00 pm. Margaret Zeches and David Almeter will sit from 12:00 pm to 3:00 pm. Susannah Heubusch will sit from 3:00 pm to 9:00 pm. Joanne will check with staff and see if anyone else is willing to volunteer.
Meeting was adjourned at 4:40 pm.
Submitted by Susannah Heubusch

Library Board of Trustees Minutes

Warsaw Library Board
April 16, 2012
The board of trustees of the Warsaw Library met on April 16, 2012 at 6:00 pm to interview candidates for the position of Library Director 1.
Present were: Mary Reagan, Janice Kelsey, Margaret Zeches, David Almeter, Suzanne Aldinger, Susannah Heubusch and acting Library Director Joanne Caldwell.
At 6:06 pm Mary Reagan made a motion that the board enter into executive session for the purpose of interviewing the candidates for Library Director. Motion was 2nd. by Janice Kelsey.
Ayes: 6 Approved
At 7:08 pm motion was made to exit executive session by Mary Reagan and 2nd. by Janice Kelsey.
Ayes: 6 Approved
Joanne Caldwell showed the board a draft of the revised Personnel Policy. One change was noted in that the bereavement days had been changed from five (5) days to three (3) days. Joanne will make the change and the policy will be reviewed and accepted at the next meeting.
As the next candidate for Library Director had arrived Mary Reagan made a motion that we enter into executive session and was 2nd. by Janice Kelsey.
Ayes: 6 Approved Executive session was entered at 7:24 pm.
Motion made at 8:15 pm by Margaret Zeches to exit executive session and 2nd. by Susannah Heubusch.
Ayes: 6 Approved Exited executive session at 8:15 pm. No action was taken.
Motion to adjourn was made by Margaret Zeches, 2nd by Mary Reagan.
Meeting adjourned at 8:20pm.
Submitted by
Susannah M. Heubusch

Minutes April 3, 2012

Warsaw Public Library

Board of Trustees Meeting

Minutes

Tuesday, April 3, 2012

Meeting was called to order by President Suzanne Aldinger at 7:05 pm.

Present: Suzanne Aldinger, Mary Reagan, David Almeter, Janice Kelsey, Susannah Heubusch, Joanne Caldwell (acting librarian). Absent Margaret Zeches (trustee) and Tracy Hockey (Town of Warsaw representative.

Motion made to waive reading of minutes from Tuesday, March 13, 2012

Motion to approve: Mary Regan

2nd: Janice Kelsey

Ayes: 5 Noes: 0 Absent: 1 Margaret Zeches

OLD BUSINESS:

Joanne Caldwell, acting library director, handed out a packet containing the Acting Directors Report, Directors Report, Children's Services Report, Deposits made, Circulation report, Monthly New Users, Responses from Cassie Guthrie on Hiring Policy and Kindle E-Reader Borrower's Agreement.

If anyone did not receive this packet please let me know and we will get you a copy.

Barbara Henry will be conduction classes on using the E-Reader. Costs for her travel will be shared with the Castile Library. .

Motion was made by David Almeter to transfer funds to cover the E-Reader program

2nd: Susannah Heubusch

Ayes: 5 Noes: 0 Absent: 1 Margaret Zeches

Joanne will contact Baldwin's office as to how they handle the transfer of funds between accounts and what is the best way to handle future transfers.

WCCH SNF library cart: Due to remodeling going on at the hospital Julie Gruendike was not able to talk with anyone at SNF at this time. She will set up a future date.

JD Andrews was contacted about the back door. As yet there has been no reply.

Baldwin was faxed a request for an expense report. As yet there is no reply.

The library lawn needs to be rolled as it is getting quite rough. David Bradley will do it for $25.00. As that is part of maintenance it was agreed that he should be contacted and have it done.

As we were a little confused by Cassie Guthrie's reply to our hiring question and Civil Services requirements, we decided to check into that further. Suzanne Aldinger contacted Wyo. Co. Civil Service on 3/20/2012 to get clarification.

Per Linda Nash (Civil Service) on 3/23/2012:

"I spoke with Deja Boulet (she has taken over the Wyoming County Civil Service Exam Process) who indicated that the Training & Experience part of the hiring process takes place after you have chosen your applicant. What will occur is when I receivethe Provisional Appointment Form with the application I will make a copy and give it to Deja Goulet who will then order the Experience and Training "Exam". The Experience and Training Form will be offered to anyone who qualifies; however the only person who normally completes the form is the person in the position"

Starting May 1st the Kindle will be available for borrowing. A borrower's policy was presented.

Motion to accept policy as written was made by Mary Reagan.

2nd: Janice Kelsey

Ayes: 5 Noes: 0. Absent: 1 Margaret Zeches

Joanne also gave us a sheet with comments from the staff as to some of the traits they would like to see in the new library director. We found the comments to be very interesting, helpful and insightful.

As the meeting was a week early due to the Easter break the vouchers were not ready to sign. Suzanne Aldinger and Susannah Heubusch will go in on Tuesday, April 10 at 7:00 pm so sign the vouchers.

We need to review the Personnel Policy. A Personnel Committee was appointed to review the policy and will meet on Tuesday, April 10, 2012 at 1:00 pm at the Warsaw Public Library.

A motion was made by Mary Reagan at 8:05 pm. to enter executive session to discuss the hiring procedures for the position of Library Director 1.

2nd: Janice Kelsey

Ayes: 5 Noes: 0 Absent: 1 Margaret Zeches

Motion to exit executive session was made by David Almeter at 9:15 pm.

2nd: Mary Reagan.

Ayes: 5 Noes: 0 Absent: 1 Margaret Zeches

No action was taken

The four candidates for librarian will be called in for interviews. Two will be interviewed on April 16, 2012 at 6:00pm and 7:30 pm. Two will be interviewed on April 21, 2012 at 2:00 pm. and 3:30 pm.

Each candidate will need to supply, transcript, certificate, and degree.

The question of providing Health Ins. was brought up. Based on the information from the Wyoming County Chamber of Commerce it was suggested we join the chamber, present the candidate with the options and pay 80% of the cost. Susannah Heubusch will contact the chamber and see what we need to do to become a member.

As there are several errors in the 2011 Annual Report, Suzanne Aldinger will contact Cindy Gardner at PLS to request that changes be made.

Announcement: 2012 L.T.A. Trustee Institute will be held May 4 & 5, 2012

Motion was made by Janice Kelsey to adjourn the meeting.

2nd by: Susannah Heubusch

Ayes: 5 Noes: 0 Absent: 1 Margaret Zeches

Meeting adjourned at 9:40 pm.

Next regular meeting will be held on Tuesday, May 8 at 7:00 pm

Respectfully submitted by

Susannah Heubusch, Secretary

Warsaw Public Library Board of Trustees Meeting

Warsaw Public Library
Board of Trustees Meeting
Minutes
Tuesday March 13, 2012
Meeting was called to order by President Suzanne Aldinger at 7:05 pm.
Present: Suzanne Aldinger, Mary Reagan, David Almeter, Margaret Zeches, Susannah Heubusch, Janice Kelsey, Joanne Caldwell (acting librarian) and Tracy Hockey (Town of Warsaw representative). Guest, Julie Gruendike.
A motion was made to waive the reading of February 13, 2012 meeting minutes and accept them as recorded. Motion by: Margaret Zeches 2nd: David Almeter
Guest, Julie Gruendike, WPL Outreach volunteer, gave an update and explanation on the Outreach Program. A question was raised about including a "Homebound Service". It was agreed it would be a good addition to the Outreach program providing enough volunteers to man the additional service could be found. Suggestions about High School and Youth Groups were made. The idea will be looked into further.
OLD BUSINESS:
1) Joanne Caldwell, acting Library Director, handed out copies of Interim Director's Report - see attached.
2) As utilities are now prepaid and there will no longer be late fees it was decided to leave the accounting with Tom Baldwin unless otherwise directed to change. (tabled at the February 13,2012 meeting until after the new Director is appointed)
3) SNF book distribution had been discontinued because there was no one person in charge and too many books were being lost. It was suggested we contact Martin McKenzie, Nursing Facility Administrator, to see if the activities department would be responsible for keeping track of the books. If so the books would again be available to the residents.
4) We still have only one estimate for the back door. It was suggested that we contact Jason Andrews for a second estimate. Robb's estimate is $5710.00
5) E. Reader Policy is still not in place. Mary Conable had been working on it before she became ill. At this point we have 1 Kindle. Ideas were discussed as the best way to handle the lending of the readers. One idea was to require a deposit. It was also suggested that we might want to offer a workshop for I-Pods and E. Readers. Policy will be reviewed by Joanne and Mary.
6) Health Insurance - Both Livingston and Wyoming County Chambers offer insurance. As the prices for both counties is about the same it was decided to stay within Wyoming County. Sue Heubusch will check further as to what steps need to be taken.
Motion by David Almeter, 2nd Sue Heubusch to go into executive session to discuss hiring of Library Director. Went into Executive session at 8:05 pm. Out of executive session at 8:35. Not action was taken. Ayes: 6 Noes:
Trustees are to look over the Personal Policy and make any suggestions. Policy should be in place for Director interviews.
The submitted resumes for Library Director are to be reviewed by members between now and the next meeting so that interview dates may be set up for the top candidates.
Motion made to approve payment of vouchers #35 thru #51 for $4989.26.
Ayes: 6 Noes:
Due to Spring break a motion was made by Janice Kelsey and 2nd by Sue Heubusch that the next meeting be moved up a week to April 3, 2012.
Ayes: 5 Noes: Absent: 1
Motion to adjourn made by David Almeter, 2nd Margaret Zeches
Meeting adjourned 8:50 pm
Submitted by Susannah Heubusch recording secretary