Agenda Warsaw Public Library Board of Trustees Open Meeting April 9, 2013

Agenda

Warsaw Public Library

Board of Trustees Open Meeting

April 9, 2013

7:00 PM

Open Meeting

Waive reading of minutes from Tuesday, March 12, 2013; motion to approve.

Motion:

2^nd:

Ayes:     Noes:       Absent:

Defeated:                      Approved:

 

Old Business

·         Maintenance and Cleaning Contract

·         Replacement of high ceiling bulbs

·         Long-Range Plan 2013-2018 Goal Consolidation

·         Audit and approve abstract of audited vouchers  #70-

Total Amount: $

Motion:

2^nd:

Ayes:     Noes:       Absent:

Defeated:              Approved:

 

Director and Children's Services Reports (See Attached)

 

 

New Business

·         NYLTO (New York Library Trustees Online) Orientation with Cassie Guthrie

·         WYCLAC (Wyoming County Library Advisory Council) By-Laws enclosed in packet

Each member library appoints one trustee to attend Bi-Annually with Library Director. Sue Aldinger has agreed to attend the April 16^th meeting. WYCLAC designates persons from Wyoming County to be nominated to serve as Wyoming County representatives on the Pioneer Library System Board of Trustees. A vacancy will exist at the end of this year and WYCLAC is seeking nominations.

·         Director Lisa Gricius’ Civil Service requirements have been met. Joanne Caldwell has been facilitating the paperwork with civil service to complete director’s appointment.  As per Civil Service, the appointment paperwork can’t be completed until the Board decides on the probationary time period. Current Personnel Policy states, “The newly appointed Director is provisional until he or she meets Civil Service requirements, and then Probationary until he or she has library board satisfaction in job performance for 26-52 weeks.” As per civil service, a range is not acceptable. The board must choose a specific number of weeks not less than 26 or more than 52.

Warsaw Public Library Board of Trustees Open Meeting March 12, 2013

Warsaw Public Library

Board of Trustees

Tuesday, March 12, 2013

The Tuesday, March 12, 2013 Board of Trustees meeting was called to order by president Suzanne Aldinger at 7:10 pm. Present were trustees: Suzanne Aldinger, Margaret Zeches, David Almeter, Janice Kelsey, Susannah Heubusch, Library director - Lisa Gricius and Warsaw Town Board liaison - Shani Jones.

A motion was made by Margaret Zeches to waive the reading of the February 12, 2013 minutes.

Ayes: 5 Noes: 0 Motion carried

The evaluation forms for Library Director were not ready and a motion was made by Susannah Heubusch and 2nd by Margaret Zeches to table them until the May 14, 2013 meeting.

Ayes: 5 Noes: 0 Motion carried

As Mr. Standera has yet to submit an estimate for the replacement of the lighting grids there was a discussion on whether we should find someone that is more reliable. No decision was made at this time.

The baseboard heating unit in the Children's Room is waiting on T & D Plumbing finding a certain type of unit.

A motion was made by Margaret Zeches and 2nd by Susannah Heubusch to approve the payment of vouchers #50 - # 69 in the amount of $11,250.76.

Ayes: 5 Noes: 0 Motion carried

Library Director Lisa Gricius received two estimates for a computer desk to be paid for from the sale of the oak card catalogue. As both estimates were within $20.00 of each other (under $400) the final decision was left to the Director.

The subject of the annual book sale was brought up. It was suggested that instead of running it just the usual Thursday and Friday that we also extend it to Saturday. No decision was made at this time.

System will be providing an entertainer in July and August. Do not know who or about what at this time.

There was a discussion about a new contract for the maintenance and cleaning of the Library to be drawn up. The only one on file is over 10 years old and had been drawn up by the Town. The question came up as to whether the Town would let the Library use the services of Town Attorney David DiMatteo (at no charge) to draw up a contract between the Library and the contractor. Town liaison - Shani Jones will present the request at the Wednesday, March 13, 2013 Warsaw Town Board meeting.

Director and Children's Services report (See Attached)

The board went over the summary and proposals for the Long Range Plan 2013-2018. It was decided to accept what had been presented. Goals will stay the same. However the mission statement will change to read: The Warsaw Public Library's mission is to provide our community with a welcoming destination for life-long learning where patrons have access to quality materials, information-seeking resources, services and programs that promote the joy of reading, foster the pursuit of knowledge and enrich their lives.

A motion was made by Susannah Heubusch and 2nd by Margaret Zeches to adjourn the meeting. Meeting was adjourned at 8:35 pm

Submitted by Susannah Heubusch

Agenda Warsaw Public Library Board of Trustees Open Meeting March 12, 2013

 Agenda
Warsaw Public Library
Board of Trustees Open Meeting
March 12, 2013
7:00 PM

Old Business

• Evaluation Form Committee present Library Director Evaluation form at 3/12/2013 Meeting for approval
• Awaiting Replacement Grid Estimates. Keith Standera was here and took measurements
• Awaiting Children’s Room Baseboard Unit Estimates from T &D. Tom is diligently looking for a certain kind of baseboard through different manufacturers, etc.

New Business

• Long Range Plan 2013-2018

Warsaw Public Library Board of Trustees Open Meeting February 12, 2013

Warsaw Public Library

Board of Trustees

Tuesday, February 12, 2013 7:00 PM

130 N. Main St. Warsaw NY 14569

The Warsaw Public Library Board of Trustees met on Tuesday, February 12, 2013. The meeting was called to order by President Suzanne Aldinger at 7:00 pm. Present were Trustees: Suzanne Aldinger, Margaret Zeches, David Almeter, Janice Kelsey and Susannah Heubusch, Library Director: Lisa Gricius and Town of Warsaw liaison: Shannie Jones.

OLD BUSINESS:

A motion was made by Margaret Zeches and 2nd by Janice Kelsey to waive the reading of the minutes from the Tuesday, December 11, 2012 meeting.

Ayes: 5 Noes: 0 Motion carried

Library Director, Lisa Gricius opened the bids for the oak card catalogue that had been advertised. James Graham's bid of $313.13 was accepted.

The new Employee Evaluations sheets were presented for approval. Some changes were suggested in the wording. Susannah Heubusch made a motion that the Evaluation sheets be revised as suggested and accepted. Motions was seconded by Janice Kelsey.

Ayes: 5 Noes: 0 Motion carried

A committee was appointed to draw up an Evaluation sheet for the Library Director. David Almeter, Margaret Zeches and Janice Kelsey will present the Evaluation sheet at the next meeting for approval.

The board having talked with persons presenting proposals for the new circulation desk and having reviewed all proposals made a decision to accept the one from Randy Almeter. David Almeter recused himself from any decision on the matter and left the room during the discussion. Susannah Heubusch made a motion to accept Rany Almeters bid with a $6000.00 down payment. Margaret Zeches 2nd motion.

Ayes: 4 Noes: 0 Abstain: David Almeter Approved

Two changes were suggested for the Fixed Asset policy:

To delete the paragraph reading: Shipping charges, consultant fees, and any other cost directly associated with the purchase, delivery or set up, (including contractors and/or library workers [salary and benefits]), which make such equipment operable for its intended purpose will be capitalized.

Where it reads: The Library will capitalize the cost of improving or renovating machinery, equipment, and furniture only if the result meet the following conditions:

1) will read: total cost exceeds $200.00

A motion was made by Margaret Zeches and 2nd by Janice Kelsey to accept the Fixed Asset Policy with the revisions.

Ayes: 5 Noes: 0 Motion carried

Due to a clerical error voucher #145 for $35.74 was voided. A motion was made by Margaret Zeches and 2nd by Susannah Heubusch that the revised vouchers #174 - #190 from 12/11/2012 for $3817.54 be approved for the revised total of $3781.80.

Ayes: 5 Noes: 0 Motion carried

A motion was made by Janice Kelsey and 2nd by Margaret Zeches to approve audited vouchers #18 - #49 for $9294.31.

Ayes: 5 Noes: 0 Motion carried

Directors and Children's Services Reports (see attached)

NEW BUSINESS:

Election of Officers.

President: Margaret Zeches nominated Suzanne Aldinger for President, 2nd by Susannah Heubusch. No other nominations were made. Secretary cast one ballot for Suzanne Aldinger for President.

Vice President: David Almeter nominated Janice Kelsey for Vice Presidend, 2nd by Susannah Heubusch. No other nominations were made. Secretary cast one ballot for Janice Kelsey for Vice President.

Secretary: Margaret Zeches nominated Susannah Heubusch for secretary, 2nd by David Almeter. No other nominations were made. Secretary cast one ballot for Susannah Heubusch for secretary.

Slate of Officers for 2013:

President: Suzanne Aldinger

Vice Presient: Janice Kelsey

Secretary: Susannah Heubusch

The Friends of the Warsaw Public Library held their first organizational meeting on 2/6/2013.

NYLTO (New York Library Trustees Online) PLS official roll-out Friday, February 15, 2013. Library Director Lisa Gricius will be attending the informational presentation at System meeting.

Cassie from PLS has offered to come to the March 12,2013 board meeting for an overview.(Cassie is unable to make this date and has rescheduled for April's board meeting)

Advocacy Day: Tuesday March 5, 2013 in Albany. Cost is $15 per person which includes bus trip and snacks. Library Lisa Gricius will be attending if anyone would like to join her.

The Library Director was contacted by "Smoke Free Now". As we have had no problems with smokers at the Library or on the grounds any decision was tabled for now.

Margaret Zeches made a motion to adjourn the meeting, 2nd Susannah Heubusch.

Meeting adjourned at 8:27 pm

Submitted by Susannah Heubusch

Special Meeting Board of Trustees Tuesday Feb. 5, 2013

Warsaw Public Library

Special Meeting

Board of Trustees

Tuesday, February 5, 2013

 

The Warsaw Public Library board of Trustees met on Tuesday, February 5, 2013 to review quotes for the circulation desk.

 

The special meeting was called to order by president Suzanne Aldinger at 6:15 pm.  Present were trustees:  Suzanne Aldinger, Janice Kelsey, David Almeter, Susannah Heubusch and Library Director, Lisa Gricius. Absent: Margaret Zeches.

 

The floor was turned over to Randy Almeter who presented to the board his ideas for the construction of and materials to be used in building the new circulation desk.

 

Later Jeffrey Carl presented his ideas for construction and materials.

 

After the gentlemen had left there was a short discussion.  No decision was made at this time.

 

Meeting was adjourned at 7:45 pm.

Submitted by Susannah Heubusch

Warsaw Public Library Board of Trustees Agenda 2/12/2013

Warsaw Public Library

130 N. Main St. Warsaw NY 14569

Board of Trustees Meeting

AGENDA

Tuesday, February 12, 2013, 7:00 PM

Open Meeting

Waive reading of minutes from Tuesday, December 11, 2012, motion to approve.

Motion:

2^nd:

Ayes:                     Noes:                    Absent:

Defeated:                                           Approved:

 

Old Business

Library Card Catalogue sealed Bid Auction ends 12 PM February 12^th, Bid openings begin promptly at 7:00 PM  

 Employee Evaluation Forms presented at last meeting. Board members are to look over forms and a vote made at this meeting.

 Circulation Desk Proposal Vote

 Fixed Asset Policy previously tabled until February 12^th meeting

Repeat Audit and Approve abstract of audited vouchers #174-#190 due to clerical error resulting from #145 Void of $35.74

Total Amount Revised: $3781.80 rather than approved total 12/11/2012 of $3817.54

Motion:

2^nd:

Ayes:                     Noes:                    Absent:

Defeated:                                 Approved:

 Audit and Approve abstract of audited vouchers #18-#______

Total Amount:_________

Motion:

2^nd:

Ayes:                     Noes:                    Absent:

Defeated:                                 Approved:

 Directors and Children Services Reports (See Attached)

 New Business

Election of 2013 Officers

Friends of the Warsaw Public Library held first organizational meeting 2/6/2013

 NYLTO (New York Library Trustees Online) PLS official roll-out Friday, February 15th 2013. I will be attending the informational presentation at System Meeting and Cassie has offered to come to March 12^th board meeting for an overview

Advocacy Day:  Tuesday March 5^th 2013 in Albany. Cost is $15 per person which includes bus trip and snacks. I will be attending if anyone would like to join me.

Smoke Free Now

Agenda Warsaw Public Board of Trustees Special Meeting 2/5/2013 at 6:00 PM

 Warsaw Public Library

130 N. Main St.

Warsaw, NY 14569

Board of Trustees Special Meeting

AGENDA

Tuesday, February 5, 2013

6:00 pm

The Board of Trustees of Warsaw Public Library will hold a special meeting Tuesday, February 5th at 6:00 PM to discuss the building of a new circulation desk.