Tuesday, October 9, 2012

Warsaw Public Library
Board of Trustees
Tuesday, October 9, 2012

The Tuesday, October 9, 2012 meeting of the Library Board of Trustees was called to order by President Suzanne Aldinger at 7:05 pm. Present were: trustees - Suzanne Aldinger, Margaret Zeches, David Almeter, Janice Kelsey, Mary Reagan, Susannah Heubusch and Library Director Lisa Gricius.

A motion was made by Margaret Zeches and 2nd by Janice Kelsey to waive the reading of the September 11, 2012 minutes.
Ayes: 6 Noes: 0 Motion carried

Old Business
Personnel Policy: Compensation: An amendment to the Personnel Policy was suggested to read that "salaries are subject to employee evaluations, which generally commence in January according to budget restraints. To be eligible for a January raise an employee must have been hired by July 1." Anyone hired in 2012 will be grandfathered under the previous ruling. New policy will go into effect as of January 2013.

Director Evaluation: Amendment suggested "Director performance review will be completed by the full board of trustees on a yearly basis, by December 1."

Lisa Gricius will format the wording and vote will be taken at next meeting.

Purchase Policy: Susannah Heubusch made a motion to approve the signing of an application/contract with Five Star Bank by Library Director Lisa Gricius for a credit card valued at $1000.00 for use in purchasing supplies for the Library where a voucher is not accepted. 2nd by David Almeter.
Ayes: 6 Noes: 0 Motion carried

Purchases amount per item was changed to purchase amounts per month. Where ever the term Executive Director appeared would be changed to read Library Director. A motion was made by Susannah Heubush to accept the purchase policy with these changes. 2nd by Margaret Zeches.
Ayes: 6 Noes: 0 Motion carried

We are still waiting for an estimate on the overhead light grids.
Library Director health insurance: at present Director will pay and a voucher presented for re-imbursement. The board agreed with this arrangement.

Maintenance and Cleaning contract still on hold as more information is needed. So far the Town has not responded to our request to check into their records. Suzanne Aldinger will check the Town records. Suzanne Aldinger and Susannah Heubusch will also look into the Library records.

A new Toshiba copier will be leased that will automatically feed several pages and print on both sides of a page. It is hoped this will free up the copier and save on paper. The lease is for five (5) years with a monthly fee increase of $20.00. The service contract remains the same.

Charging out of System Patrons for Library cards was tabled for now as at this time we only have a few that are not in our system.

Lisa Gricius did an update on the Bylaws (changing the number of trustees from six (6) to five (5) and sent a copy to Pioneer as well as the state.

A motion was made by David Almeter and 2nd by Janice Kelsey to approve payment of vouchers #145 thru #158 for $2395.34.
Ayes: 6 Noes: 0 Motion carried

Directors Report: see attached

Children's Services Report: see attached

New Business

 Circulation desk options were discussed. Yvonne Dare is doing a schematic and estimate. Another option was a less expensive custom made desk and an on line estimate was brought in. Desk was tabled for now until more information is available.

There was a discussion on cases and de-coupler for movie DVD security cases. Change over costs would run about $2000.00. Idea was tabled for now.

Open meetings were discussed with putting a binder in the Library for public use containing all proceedings and minutes of the Board; as well as posting meetings on outdoor sign in front of the building as well as a posting within the building. Other ideas were the free advertising for "community events" in the Penny saver and Warsaw Country Courier and our on-line Blog.

Tabled for the time being was an idea for compiling current and previous minutes of meetings into binders and put in reference section of Library.

Tabled until the next meeting was a discussion on the long range plans for the Library.

Announcements:

For the "Meet and Greet" on Thursday, October 11 the board members will provide cookies, coffee and punch.

A motion was made by Mary Reagan to adjourn the meeting and 2nd by Margaret Zeches.

Meeting was adjourned at 9:00 pm.
Submitted by Susannah Heubusch

Board of Trustees Open Meeting Tuesday, October 9, 2012 7:00 pm

Warsaw Public Library

130 N. Main St. Warsaw, NY 14569

Board of Trustees Open Meeting -Tuesday, October 9, 2012 at 7:00 PM

AGENDA

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

Motion:

2^nd:

Ayes:                Noes:               Absent:

Defeated:                                  Approved:

Old Business

1. Amendment to the Personnel Policy
2. Charge Card for Library use/ Revised Purchasing Policy Vote
3. Awaiting new grids for overhead lights estimate
4. Library Director I health insurance choice of plan and payment. At the present time, Director will pay and voucher for re-imbursement.
5. Discuss use of Maintenance and Cleaning Contract
6. Charging out of System Patron cards update
7. ByLaw Revision update
8. Audit and Approve abstract of audited vouchers #145- #______

Total Amount:_________

Motion:

2^nd:

Ayes:                Noes:               Absent:

Defeated:                                 Approved:

 Directors Report  (Enclosed in packet)

Children’s Services Report  (Enclosed in packet)

New Business

1. Discussion of Circulation Desk Options
2. Discussion of Clear-Vu One-Time™ Single DVD Security Cases and Decoupler Key for One-Time™ Security Cases
3. Discuss Open Meeting Changes

Ideas for free advertising/ postings include: in library posting ,outdoor front sign, Pennysaver community events, Warsaw Country Courier on line community events and in print, and Blog

4.      Discuss possibility of compilation of board meetings into binders. How many         years worth and shelve in reference section on bottom shelf?

5.      Discuss long range plan

Announcements

Adjournment

 

Motion:

2^nd:

Ayes:                Noes:               Absent:

Warsaw Public Library
Board of Trustees
September 11, 2012

The meeting of the Warsaw Library Board of Trustees was called to order at 7:00 pm on Tuesday, September 11, 2012 by
President Suzanne Aldinger. Present were Trustees: Suzanne Aldinger, Margaret Zeches, David Almeter, Janice Kelsey,
Mary Reagan, Susannah Heubusch; Library Director: Lisa Gricius, Library Assistant: Joanne Caldwell and Town
Representative: Tracy Hockey.

Old Business
A motion was made by Margaret Zeches and 2nd by Janice Kelsey to waive the reading of the Thursday, August 9
minutes.

 Ayes: 6 Noes: 0 Motion approved

It was suggested that the Personnel Policy be changed to indicate that pay raises would be given on an employee's
anniversary date instead of the beginning of the fiscal year and that an employee's evaluation would be done shortly
before their anniversary date. Lisa Gricius will present the verbiage to the board for consideration at the next meeting.

 Susannah Heubusch made a motion that credit card be obtained with a maximum of $1000.00 for the purchase of the
library supplies where a voucher is not accepted. Margaret Zeches 2nd.

 Ayes: 6 Noes: 0 Motion: approved.

Purchase policy will be amended to include the credit card for $1000.00 max and to change the wording from per item
to per month. A vote will be taken at the next meeting.

Bob Wicksall, Systems Administrator at Pioneer, said that there would be no problem with the Library being Wii Fi.
Joann Caldwell would like to make sure that by going Wii Fi that security will not be compromised by the change.
Suzanne Aldinger has contacted Todd MacConnell about conducting an assessment of the changes that may needed
prior to any changes being made, but he has not returned her call.

 A motion was made by Margaret Zeches and 2nd by Susannah Heubusch to approve vouchers #131 through #144 in the
amount of $4910.72.

 Ayes: 6 Noes: 0 Motion approved

 Directors Report (see attached)

New Library Director, Lisa Gricius, gave a report. She stated that her first week had gone well and that the Library had a
great staff. She has called a staff meeting for Wednesday and asked that the staff bring any ideas/changes they would
like to see as we move forward.

As Lisa needs a letter for 5 Star Bank indicating that she is the new director it was suggested that a signed copy of the
Resolution 2012-03, August 9, 2012 should suffice.

There is a seminar in Canandaigua on Open Meetings and Freedom of Information Law on Thurs., September 20, that
the Trustees might like to attend. Registration is necessary and may be done on line or by phone.

 Children's Services Report (see attached)


New Business

 Keith Standara replaced ballasts on the lights and suggested that new grids be installed. Director will get an estimate.
No action was taken at this time.


There was a discussion about charging out-of-county patrons a fee for library cards. Other Libraries in the Pioneer
Library System have adopted this policy. As the board could not reach a consensus Lisa will check with Cassie about the
general policy regarding the matter.

 As the contract for cleaning and maintenance has not been renewed for ten years it should be reviewed and made
current. The contract was made in 2002 between the Town of Warsaw and the contractor. As there were several
questions regarding the contract it was decided to table any further discussion until we had a chance to talk with the
Town Board.

 Health Insurance for the Library Director was discussed. She stated that she was going with Cobra. We are allowing her
$5000.00 per year for Health Ins. The board approved $416.67 ($5000 divided by 12) be added to her pay per month
towards the cost of the policy. Lisa will contact Baldwin's office to find out how that should be handled.

 Margaret Zeches made a motion to enter Executive Session at 8:30 pm for the purpose of discussing the compensation
of a particular employee. 2nd by David Almeter.

 Ayes: 6 Noes: 0 Motion carried

A motion was made by Susannah Heubusch to exit Executive Session at 9:05 pm, 2nd by Mary Reagan.

 Ayes: 6 Noes: 0 Motion carried

 A motion was made by Margaret Zeches and 2nd by Susannah Heubusch that the Board of Trustees has agreed to
compensate Joanne Caldwell, Library Assistant, $1.500.00 for 79 additional hours of employment not included in the
original agreement of 8 additional hours per week at a rate of $300.00 per week as Acting Library Director. The duties of
the position required more hours than anticipated. This agreement was accepted by Joanne Caldwell.

 Ayes: 6 Noes: 0 Motion approved

It was also decided to have a "meet and greet" for our new Library Director on Thursday, October 11, 2012 from 5:00 pm
to 7:00 pm at the Library.

A motion was made by Mary Reagan to adjourn the meeting. 2nd David Almeter

Meeting adjourned at 9:15 pm

Submitted by Susannah Heubusch

Warsaw Public Library 130 N. Main St. Warsaw, NY 14569 Board of Trustees Meeting AGENDA Tuesday, September 11, 2012 7:00 pm

Warsaw Public Library

130 N. Main St.

Warsaw, NY 14569

Board of Trustees Meeting

 AGENDA

Tuesday, September 11, 2012

7:00 pm

Open Meeting

Waive reading of minutes from Thursday August 9, 2012, motion to approve.

Motion:

2^nd:

Ayes:                Noes:               Absent:

Defeated:                                  Approved:

Old Business

1. Amendment to the Personnel Policy
2. Charge Card for Library use
3. WiFi Security—Following up with Bob Wicksall, Systems Administrator at Pioneer
4. Compensation for Joanne’s extra hours while Interim Director
5. Purchasing Policy Vote (previously tabled)
6. Audit and Approve abstract of audited vouchers #131- #______ Total Amount:_________

Motion:

2^nd:

Ayes:                Noes:               Absent:

Defeated:                                  Approved:

 Directors Report 

Children’s Services Report

New Business

1. New Grids for overhead lights
2. Charging out-of-county patrons a fee for services (Ex. $20.00 for library card being charged at Attica, Arcade, and Geneva have adopted this policy.
3. Discuss use of Maintenance and Cleaning Contract
4. Discuss Library Director I Health Insurance Choice of plan and payment of same

Announcements

Adjournment

Motion:

2^nd:

Ayes:                            Noes:                           Absent:

Warsaw Public Library Board of Trustees Special Meeting Thursday, August 16, 2012

Warsaw Public Library
Board of Trustees
Special Meeting
Thursday, August 16, 2012
A special meeting of the Board of Trustees was called to order at 6:04 pm on Thursday, August 16, 2012 by president Suzanne Aldinger. Present were Trustees: Suzanne Aldinger, Margaret Zeches, David Almeter, Janice Kelsey, Susannah Heubusch and acting Library Director Joanne Caldwell. Absent were Trustee Mary Reagan and Town representative Tracy Hockey.
The purpose of the meeting was to go over the proposed budget presented by the finance committee.
After a brief discussion a motion was made by Margaret Zeches and 2nd by David Almeter to accept the budget as presented.
Ayes: 5 Noes: 0 Absent: Mary Reagan
A question came up as to what it might cost to have WiFi installed for all the computers in the Library. Suzanne Aldinger will contact Todd McConnell to get some idea of the costs.
A motion was made by David Almeter and 2nd by Margaret Zeches to adjourn the meeting.
Meeting was adjourned at 6:40 pm.
Copy of budget is attached.
Submitted by Susannah Heubusch

Warsaw Public Library                                      
update: 08.16.12

	2012 Approved	2013 Estimate
	Revenues	Revenues
Property Tax	$129,317.00	$133,457.00
Copier	1,500.00	1,500.00
Book Sale	1,900.00	1,700.00
Fines	5,000.00	5,000.00
Int	2,300.00	50.00
Gifts/Memorials	2,500.00	2,500.00
Library System Funds	3,500.00	1,404.00
PLS Travel Grant	400.00	400.00
From Fund Balance	27,329.00	27,239.00
School Vote	31,614.00	31,614.00
Gallivan Grant	0.00	5,000.00
Total Revenue	205,360.00	209,864.00
	Expenses	Expenses
Personel
Library Director	$42,711.00	$35,233.00
Children’s Specialist	16,372.00	16,700.00
Library Asst./Clerks	41,000.00	41,900.00
Library Pages	3,030.00	3,625.00
Total Personel	$103,113.00	$97,458.00
Equipment
Utilities	$9,500.00	$10,000.00
Telephone	1,450.00	1,475.00
Maint. & Repair	2,500.00	2,500.00
Library Equipment	600.00	600.00
Total Equipment		14,575.00
Contractual Exp.
Maint./Cleaning	4,120.00	4,120.00
Equip. Maint. Contr	5,100.00	5,100.00
OWWL Access	5,500.00	5,831.00
Overdrive	0	775.00
Libraica	0	142.00
PLS Telecommunic.	0	2,040.00
		18,008.00
Library Operation
Acquisitions	$23,000.00	$25,000.00
Supplies	2,500.00	2,600.00
Programs	0	1,183.00
		28,783.00
Administrative Ex
Travel	$1,000.00	$1,058.00
Conference	300.00	600.00
Postage	300.00	300.00
Publicity	600.00	1,000.00
Trustees	50.00	150.00
		3,108.00
Benefits
Health Ins/Disabilit	$100.00	$5,000.00
NYS Retirement	$14,165.00	$19,320.00
Soc. Sec./Med.	$7,725.00	$7,821.00
		$32,141.00
Building Project	$17,977.00	$15,791.00
Accountant Fees	$5,760.00
Total Expenses	$205,360.00	209,864.00