Warsaw Public Library Board of Trustees Meeting June 11, 2013

Warsaw Public Library
Board of Trustees
Tuesday, June 11, 2013

President Suzanne Aldinger called the meeting to order at 7:15 pm on Tuesday, June 11, 2013.   Present were Trustees: Suzanne Aldinger, Janice Kelsey, Margaret Zeches, David Almeter, Susannah Heubusch, Library Director - Lisa Gricius, and Town Liaison - Shanie Jones.

David Almeter made a motion to waive the reading of the Tuesday, May 14, 2013 meeting.  2nd by Janice Kelsey.
 Ayes: 5 Noes:  Motion carried

An  amendment to the February 12, 2013 was made.   Motion should read:  Susannah Heubusch made a motion to accept Randy Almeter's bid of $13,450.00 with a $6,000. 00 down payment for the building and installation of a new circulation desk. Final payment to be made at the completion of the project. (See attached estimate)

Old Business:
A draft of the Cleaning and Maintenance Contract has been sent to David DiMatteo for approval.   When the final draft is drawn up it will show that the contractor will be paid on an hourly basis at $10.30 per hour.
The Library Director Evaluation was presented to the board to be looked over and will be voted on at the next meeting.
Susannah Heubusch made a motion to approve payment of vouchers #111- #133 for $11,889.07.  2nd Margaret Zeches
 Ayes:  5 Noes:  Motion carried

Directors and Children Services Reports (see attached)

New Business:
With more room behind the new circulation desk there is a problem with patrons walking behind the desk.  Randy Almeter will be contacted to see if there is something that can be added to the desk to discourage this.  There are also a couple of cosmetic adjustments that need to be done.
T&D Plumbing presented an estimate of $1,055.00 for baseboard replacement in the Children's room.  The board agreed that it needed to be done and to move forward.  Susannah Heubusch made a motion that we accept T&D's estimate and get the work done.  Margaret Zeches 2nd motion.
 Ayes:  5 Noes:  Motion Carried
As enhanced lighting is needed in the lower level the board went downstairs to check the drop ceiling and determine if it could be raised.  It was decided that before any final decisions were made to have a contractor come in and advise on whether said change was feasible.
With the renovations being made because of a generous donation, some furniture and shelving needs to be removed.  Town Liaison: Shanie Jones is to check with the Town Board to see if the Town Highway Dept. would provide the manpower to remove the furniture and set it on the curb.  Suggested that maybe Bid-Buy might pick up for auction.
A question was asked as to what GEEK the LIBRAY was.  It is a grant to libraries to raise the awareness of the libraries.  Lisa has made arrangement for a group of patrons and staff to march in the July 4th parade to promote the program.
The annual book sale will be held on Thurs., Fri., and Sat., July 11-13, 2013.  Set up is Wednesday, July 10, 2013.  Sale hours are Thursday 9-5, Friday 9-5 and Saturday 9-1.
Susannah Heubusch made a motion to adjourn the meeting.  2nd Margaret Zeches
Meeting  adjourned at 8:45 pm.
Submitted by Susannah Heubush

Warsaw Public Library Board Agenda

Warsaw Public Library
130 N. Main St. Warsaw NY 14569
Board of Trustees Meeting
AGENDA
Tuesday, June 11, 2013, 7:00 PM

Open Meeting
Waive reading of minutes from Tuesday, May 14, 2013, motion to approve.
Motion:
2nd:
Ayes:  Noes:  Absent:
Defeated:   Approved:
Old Business
Maintenance and Cleaning Contract
Library Director Evaluation
Audit and Approve abstract of audited vouchers #_____-- #______
Total Amount:_________
Motion:
2nd:
Ayes:  Noes:  Absent:
Defeated:                                 Approved:
Directors and Children Services Reports (See Attached)
New Business
Review proposals for baseboard replacement in Children’s Room and enhanced lighting on the lower levels where needed.

Warsaw Public Library Board of Trustees Open Meeting May 13, 2013 7:00 PM

WARSAW PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
MONDAY, MAY 13, 2013

The Monday, May 13, 2013 meeting of the Warsaw Public Library Board of Trustees was called to order at 7:05 pm by president Suzanne Aldinger. Present were trustees: Janice Kelsey, David Almeter, Suzanne Aldinger, Margaret Zeches, Susannah Heubusch, Library Director Lisa Gricius and Town of Warsaw liaison Shanie Jones.

Margaret Zeches made a motion to waive the reading of the April 9, 2013 minutes. 2nd. Janice Kelsey No additions or corrections were made.
Ayes: 5 Noes: 0 Motion carried

Old Business
As we need a new Maintenance and Cleaning Contract and as Town Attorney, Dave DiMateo will review it but will not write it a board member will need to write one up based on the old contract. Some members were not comfortable with our writing the contract. Janice Kelsey made a motion that the contract be written and presented to DiMateo for review. 2nd by Susannah Heubusch.
Ayes: 3 Noes: 2 (Aldinger, Almeter) Motion carried
Susannah Heubusch volunteered to do the rewrite.
The high ceiling bulbs have been replace by D.J. Beardsley
The Library Director Evaluation Form was tabled until next meeting as it still needed some work.
The Circulation Desk is ready to be installed. As we don't know how long it will take to install the desk, a motion was made by Susannah Heubusch and 2nd by David Almeter to close the Library for the day the desk is installed.
Ayes: 5 Noes: 0 Motion carried
The Library Director will choose a day in which the installation and electrician can be coordinated. . Depending upon how soon this can be done there may or may not be enough time to put an ad in the Penny Saver. However, notices will be posted in the Library about the closing, announced on WCJW, and a message left on the answering machine.
Margaret Zeches made a motion 2nd by David Almeter to accept audited vouchers #89-#110 for $11933.19.
Ayes: 5 Noes: 0 Motion carried

Directors Report and Children's Services Report (see attached)

New Business
Margaret Zeches made a request for someone from the Library give a monthly book report to the Caring Hands Group at the Valley Chapel.
The Library now has a facebook page.
The Library Director gave a brief show and tell about the Warsaw Public Library Half Marathon which started Saturday May 11. Anyone interested in participating can still sign up. For more details contact the Library.

The board entered into Executive Session at 8:00 for discussion of awareness of a public safety issue. David Almeter made a motion to leave executive session, 2nd by Susannah Heubusch. Executive session ended at 8:10 pm. No action was taken

An anonymous donor presented the Library with $30,000 with the stipulation that $5000 go to the Friends of the Library and that the remaining $25,000 be spent, without Board approval, at the discretion of the Library Director for the enhancement of the public areas.

Margaret Zeches made a motion to adjourn the meeting, 2nd David Almeter.
Meeting adjourned at 8:40 pm
Submitted by Susannah Heubusch

Warsaw Public Library Board of Trustees Open Meeting AGENDA 5/13/2013

Agenda
Warsaw Public Library
Board of Trustees Open Meeting
Monday, May 13, 2013 7:00 PM

Waive reading of minutes from Tuesday, April 9, 2013; motion to approve.
Motion:
2nd:
Ayes:     Noes:       Absent:
Defeated:            Approved:
Old Business
• Maintenance and Cleaning Contract
• Replacement of high ceiling bulbs when out will be completed by D.J. Beardsley
• Library Director Evaluation Form
• Audit and approve abstract of audited vouchers  #89-
Total Amount: $
Motion:
2nd:
Ayes:     Noes:       Absent:
Defeated:    Approved:

Director and Children's Services Reports (See Attached)
New Business

 

Warsaw Public Library Board of Trustees Meeting April 9, 2013

Warsaw Public Library
Board of Trustees
Tuesday, April 9 2013
The Tuesday, April 9, 2013 meeting of the Warsaw Public Library board of trustees was called to
order at 7:00 pm by president Suzanne Aldinger. Present were: trustees Suzanne Aldinger,
David Almeter, Janice Kelsey, Margaret Zeches, Susannah Heubusch, Library Director Lisa
Gricius, Town of Warsaw liaison Shanie Jones and guest Cassie Guthrie.
Cassie Guthrie, who is director of the Pioneer Library Board, did a presentation of the new
NYLTO (New York Library Trustees Online) site giving a quick overview of what the site has to
offer for the trustees. The site is supported by the Federal Library Services and Technology Act.
There are nine participating library systems in New York State.
Old Business
There is a change in the Tuesday April 9, 2013 minutes. In the last paragraph where it says the
goals will stay the same; that should read the goals will be consolidated from eight
to three.
1) Maintain and improve the physical library facility
2) Strengthen partnerships to increase collaboration to bring in more resources and
activities to the library
3) Become an information hub for the community, through enhanced services and
programming.
A motion was made by Margaret Zeches to accept changes to minutes and 2nd by Janice
Kelsey.
Ayes: 5 Noes: 0 Approved
Shanie Jones reported the Town Board will be considering at their Wednesday, April 10, 2013
meeting our request that David DiMateo draw up the maintenance contract, at no charge to
the library.
As the ladder that Fay Steel uses to change the light bulbs is very heavy and unsafe we decided
we didn't want her to use it anymore. There was a discussion on who we might be able to get
to do the job as it is a chore that is done on a sporadic basis.
There are ceiling tiles downstairs that are loose and broken. They need to be looked at to see
about repair or replacing.
T & D Plumbing is still working on replacing the grids on the radiators in the children's area.
Toilet was constantly running and Danny Moyles was called in to repair.
A motion was made by Susannah Heubusch and 2nd by Janice Kelsey to approve the audited
vouchers #70 - #88 for $5159.23.
Ayes: 5 Noes: 0 approved

Director and Children's Services Reports (See Attached)
New Business
The large print area of the library was weeded and the books were donated to the nursing
home. Also the paperback area was gone through and some of those were donated to the jail.
WYCLAC (Wyoming County Library Advisory Council) is seeking nominations for a Wyoming
County resident to server on the PLS board of trustees. It can be anyone from the community
that is willing to serve.
Director Lisa Gricius has completed her civil service requirements. A probationary period
needed to be set. David Almeter made a motion that the probationary period be 26 weeks, 2nd
Susannah Heubusch.
Ayes: 5 Noes: 0 approved
A motion was made by Margaret Zeches and 2nd David Almeter to accept the 2012 Annual
Report Review.
Ayes: 5 Noes: 0 approved
PLS is recommending a people counter at the cost of $642.00 each times 2. After a discussion
the board felt that the cost was more than we wanted to spend on something that we didn't
feel was necessary at this time.
A library levy vote was requested for submission to the School Budget. A letter was drafted
requesting an increase of 3% from $31,614.00 to $32,562.00. Susannah Heubusch made a
motion to accept the letter as drafted, 2nd by David Almeter.
Ayes: 5 Noes: 0 approved
The May meeting has been changed from Tuesday, May 14, 2013 to Monday, May 13, 2013.
David Almeter passed out ideas for the proposed Library Director Evaluation sheet. Board
members are to review for the May meeting.
Margaret Zeches made a motion to adjourn the meeting, 2nd Susannah Heubusch.
Meeting adjourned 8:15 pm.
Submitted by Susannah Heubusch

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