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

Long-range Plan work meeting Sept. 19th, 6:00pm.

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