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

Board of Trustees Meeting Minutes 02/13/2012

Warsaw Public Library The Meeting was called to Order by Pres. Mary Reagan at 7:02pm
Present: Mary Reagan, Pres., Janice Kelsey, Margaret Zeches, Sue Heubusch, Dave Almeter, Suzanne Aldinger
Absent: Tracey Hockey, Town of Warsaw representative (conflict with Town Meeting)
Waived reading of the Minutes from the 12/13/2011 meeting with the following correction: Margaret Zeches was present at the meeting. Approved. Waived reading of Minutes from meeting 1/23/2012 with no corrections.
OLD BUSINESS: Approved. 1) Joanne Caldwell, Acting Library Director Report
(A) update on day to day running of the library.
(B) Staffing is working out well. Mary Conable, Children’s Services Director, has returned to work and will resume her Children’s Story Hour on Tues., February 14, 2012.
(C) Attachments include: Budget Report, deposits, vouchers. Joanne requested permission to pre-pay utility bills to avoid late charges. Motion by: Dave Almeter 2
Ayes: 6 Noes: 0 Absent: 0 Approved nd: Margaret Zeches to approve pre-payment of utilities. (D) The Library received a notice from Five Star Bank that Certificate of Deposit 224143007 is due to mature on 2/16/2012 and there is a savings account which is non-interest bearing (was CD but was not rolled over on maturity date). Motion by: Sue Heubusch 2
Ayes: 6 Noes: 0 Absent: 0 Approved
At 7:45pm a motion was made by Dave Almeter and 2
At 8:02pm a motion was made to exit Executive Session by Margaret Zeches 2
Ayes: 6 Noes: 0 Absent: 0 NO ACTION TAKEN nd: Janice Kelsey combine these two (2) accounts into one (1) CD. nd by Margaret Zeches to enter into Executive Session to discuss matters leading to the employment/hiring of a Library Director I. Ayes: 6 Noes: 0 Absent: 0 nd by: Sue Heubusch 4) Health Insurance options update (Sue H.) Sue Heubusch checked with several agencies Town, County, insurance, Chamber of Commerce (does not have a program), for health insurance costs for single and family coverage. The costs are excessive but we will continue to research Library groups or associations.
5) The Board also briefly discussed the proposed financial/banking MOU with the Town of Warsaw which will remain tabled until after we have a response from the Town Board and put a new Library Director in place.
6) Discussion continues on the replacement of the back door (Robb’s Glass quote was $5,710.) Other vendors are being sought. Also, the renovations of the front desk and minor cosmetic issues will continue. NEW BUSINESS:
Ballot voting was implemented.
President: Suzanne Aldinger Suzanne Aldinger - Nomination by David Almeter 2
Mary Reagan – Nomination by Janice Kelsey no second
Ballot vote : yes- 4 no- 2 1) Election of new officers- The President called for nominations from the floor for the following: nd by: Margaret Zeches Vice President: Janice Kelsey Janice Kelsey – Nomination by Suzanne Aldinger 2
Ballot vote: yes-5 no- 1 nd by: Susannah Heubusch Secretary: Susannah Heubusch Mary Reagan – Nomination by Sue Heubusch 2
Mary Reagan declined the nomination.
Susannah Heubusch – Nomination by Margaret Zeches 2
Ballot vote: yes – 5 abstain: 1
2) 2011 annual report to PLS. Reviewed by Board. Report will be published for public view. 3) WPL General Policy: copies were handed out for review and any changes will be discussed at our next meeting. nd by Janice Kelsey nd by: Dave Almeter ANNOUNCEMENTS
The next regular meeting will be on Tues., March 13, 2012 at 7:00pm Library Advocacy Day Tuesday, March 6, 2012: attendance encouraged by PLS for this bus trip. If members did not receive the brochure contact the library. Approval to pay VOUCHERS # 19___ through # 34__ Total payment of vouchers approved: $5,578.34 Motion by: Dave Almeter 2
Adjournment at 8:58pm
Motion by: Margaret Zeches 2
Minutes were prepared by: Suzanne Aldinger, Trustee nd: Margaret Zeches Ayes: 6 Noes: 0 Approved nd by: Susannah Heubusch Ayes: 6 Noes: 0
Board of Trustees Meeting Minutes Monday, February 13, 2012
7:00 pm

Warsaw Public Library

Board of Trustees Special Session

Agenda

January 23th, 2012

7:00 pm

Present: Mary Reagan, Pres.; Janice Kelsey; Margaret Zeches; David Almeter; Sue Heubusch; Suzanne

Aldinger, Joanne Caldwell, Acting Library Dir., Tracy Hockey, T/Warsaw Rep

Call to Order: by Pres. Mary Reagan at 6:58pm

The reading of the Special Session minutes from Tues., January 10th, 2012 was waived and a motion to approve the

minutes made.

Motion: Margaret Zeches 2nd: Sue Heubusch Ayes: 6 Noes: 0 Absent: 0

The purpose of this special meeting was to continue the job search process and strategy for a Library Director or

Manager.

1. Several Wyoming County Civil Service “Change of Employment” forms (#426) were reviewed as follows:

a. Library Director resignation (letter of resignation w/original signature from Angela Gonzalez was placed in her

personnel file) copy attached to form #426.

b. Out of title pay for Joanne Caldwell as Acting Library Director.

c. Revised/updated changes for Library Pages.

At the suggestion of Wyoming County Civil Service the Board authorized Joanne Caldwell, Acting Director to complete/

sign all forms necessary and submit to the Civil Service office.

2. Hiring a new Library Director I process:

Reviewed the Class Specs for Civil Service positions of Library Director I (current job description) and Library

Manager. The Board discussed whether or not we need a change of direction, a different type of leadership, or a

different set of skills, education or experience. It was decided that Library Director I position will be sought. Wyo. Co.

Civil Service does not currently have a list for this position therefore, as the position is competitive, it will be filled

provisionally until a test is scheduled by the state. The Board also discussed salary, benefits, and other pertinent

information in forming a well written candidate profile. The Board will review the recent Long-Range Plan Summary to

assist in what type of director is needed to lead the library in the direction it needs to grow and provide the community

needs of this plan. Develop division of responsibility as to the relationship between the director and board. The Board

will continue to develop a full job posting, further hiring strategies and recruitment tools such as a search committee,

advertising etc. at our next meeting.

ANNOUNCEMENTS:

Next Meeting will be: Mon., February 13th, 2012 at 7:00pm

**February 13th meeting will be the Annual Meeting with election of Officers for 2012

Adjournment: 8:30 pm Motion: Sue Heubusch 2nd: Dave Almeter Ayes: 6 Noes: 0 Absent: 0

Minutes were prepared by: Suzanne Aldinger, Trustee

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