Board of Trustees Open Meeting 5/13/2014

Warsaw Public Library
Board of Trustees
May 13, 2014

The Tuesday, May 13, 2014 meeting of the Warsaw Public Library Board of Trustees was brought to order at 6:10 pm by president Suzanne Aldinger.  Present were trustees:  Suzanne Aldinger, David Almeter, Margaret Zeches, Janice Kelsey , Susannah Heubusch,  Library Director: Lisa Gricius and Warsaw Town Board liaison:  Shani Jones.  Also present were representatives of “The Friends of the Library":  Carolyn Lyons and Mary Regan.


A motion was made by Margaret Zeches to waive the reading of the April 7, 2014 minutes.  Motion was seconded by David Almeter.
 Ayes:  5 Noes:  Motion carried

Old Business
The floor was turned over to Ms. Lyons and Ms. Regan to bring the board up to date on the progress of the “Friends of the Library".   As of December, 2013 the “Friends" have been incorporated.  They are working on getting their 501C tax exempt
 Ayes: 5  Noes:  Motion carried
Susannah Heubusch made a motion to approve the audited vouchers #81- 104 for $11876. status.  Their fiscal year will begin on October 1, 2014.  They presented the trustees with a "Memorandum of Understanding Between the Friends of the Warsaw Public Library and the Warsaw Public Library Board of Trustees".  (see attached)
Susannah Heubusch made a motion to accept the Memorandum as written and was 2nd by Janice Kelsey.
00.  Motion 2nd by David Almeter.
 Ayes: 5  Noes:  Motion carried


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


New Business
A special meeting was set for May 20, 2014 at 7:00 pm to review Electrician Estimates and to prepare a 5 Year Physical Plant construction and maintenance plan of the buildings needs/priorities as well as determine if a construction aid grant application is desired.
The next regular meeting of the Board of Trustees will be on June 10, 2014.
Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at 6:30 pm.
Submitted by Susannah Heubusch

Warsaw Public Library Board of Trustees Special Meeting Agenda 5/20 7:00 PM

Warsaw Public Library

130 N. Main St. Warsaw, NY 14569

Board of Trustees Special Meeting Agenda

Tuesday, May 20, 2014 at 6:00 pm

Open Meeting

New Business

1.     Special meeting of the board of Trustees to address the following items:
A.    Review Electrician Estimates as per Electrical Recommendations report as per Bob Smith, CEIS Inspector. Three bids were requested from Royce Electric, DJ Beardsley, and Keith Standera
B.    Review NYSERDA Energy Audit review, findings, and  recommendations.
C.    Facilities Sub-Committee requested as per Town Supervisor, Becky Ryan in order to prepare a 5 Year Physical Plant construction and maintenance plan of the building’s needs/priorities as well as determine if a construction aid grant application is desired. As per PLS, the timeline for the 2014-2017 NYS Construction Grant Application Intent to apply deadline is 6/1/2014. A brief description of our project and estimated cost is due at that time. The application deadline is 8/13 and the facilities committee meeting to make award recommendations is 8/18-8/22. The PLS Board will approve recommendations at their board meeting 9/10. As we do not qualify as an economically disadvantaged area, we would not qualify for the 25% contribution, but the 50% contribution. This means we would have to pay half of all construction. To be addressed: Is this something the board would like to pursue at this time?

Board of Trustees Open Meeting Agenda 5/13/2014 at 6:00 PM

Warsaw Public Library
130 N. Main St. Warsaw, NY 14569
Board of Trustees Open Meeting Agenda
Tuesday, May 13, 2014 at 6:00 pm
Open Meeting
Waive reading of minutes from Monday, April 7, 2014, motion to approve.
Motion:
2nd:
Ayes:        Noes:        Absent:
Defeated:            Approved:

Old Business
1.    Memorandum of Understanding between Friends of the Warsaw Public Library and the Board of Trustees. Draft attached to agenda.

2.    Audit and Approve abstract of audited vouchers # 81-
Total Amount: $
Motion:
2nd:
Ayes:        Noes:        Absent:
Defeated:                                 Approved:

 Directors Report & Children’s Services Report (Enclosed in Packet)

New Business
1.    Schedule a facilities sub-committee or special meeting of the board of Trustees to address the following items to be discussed at that time.
A.    Review Electrician Estimates as per Electrical Recommendations report as per Bob Smith, CEIS Inspector. Three bids were requested from Royce Electric, DJ Beardsley, and Keith Standera
B.    Facilities Sub-Committee requested as per Town Supervisor, Becky Ryan in order to prepare a 5 Year Physical Plant construction and maintenance plan of the building’s needs/priorities as well as determine if a construction aid grant application is desired. As per PLS, the timeline for the 2014-2017 NYS Construction Grant Application Intent to apply deadline is 6/1/2014. A brief description of our project and estimated cost is due at that time. The application deadline is 8/13 and the facilities committee meeting to make award recommendations is 8/18-8/22. The PLS Board will approve recommendations at their board meeting 9/10. As we do not qualify as an economically disadvantaged area, we would not qualify for the 25% contribution, but the 50% contribution. This means we would have to pay half of all construction. To be addressed: Is this something the board would like to pursue at this time?
Announcements
Adjournment
Motion:
2nd
Ayes:            Noes:            Absent:
Defeated:                                                         Approved:

Board of Trustees Open Meeting Minutes 4/7/2014

Warsaw Public Library
Board of Trustees Meeting
Monday, April 7, 2014


The Monday, April 7, 2014 meeting of the Warsaw Public Library Trustees was called to order by Vice President Janice Kelsey at 7:25 pm.  Present were trustees:  Suzanne Aldinger, Margaret Zeches, David Almeter, Janice Kelsey, Library Director: Lisa Gricius and Warsaw Town Board Liaison:  Shani Jones.   Guest:  Fay Steel.


Fay Steel had requested time to speak to the Board of Trustees concerning some questions she had regarding the cleaning contract.  The Board answered her questions as to the terms of said contract.
A motion was made by Margaret Zeches and 2nd by Susannah Heubusch to waive the reading of the Tuesday, March 11, 2014 meeting.
Ayes:  5 Noes:  0 Motion carried


Old Business:
 A motion was made by Susannah Heubusch and 2nd by David Almeter to approve audited vouchers #57 - #80 for $8101.05.
 Ayes:  5 Noes:  0 Motion carried
Directors Report:  (see attached)
Children's Services Report:  (see attached)
New Business:


Bob Smith, CEIS Inspector, has given a general overview and recommendations on the electrical service in the library.  It was decided to ask for quotes for the completion of the work.
The Town Boards response to who the responsible parties are for structural and component repairs to the building, which is owned by the Town, was discussed.  The Town Board feels that since the Library funds come from the taxpayers through the Town levy that the Library should incorporate such repairs into its budget.    At this time Town Historian, Sally Smith, is doing some research to see if any previous president has been set.
David Almeter gave an update on the Friends of the Library.  He had some questions for the board and will present the responses to the Friends at their next meeting.
The board discussed the parking situation at the Smallwood property.


The next meeting of the Board of Trustees will be on Tuesday, May 13, 2014 at 7:00 pm.
Susannah Heubusch made a motion to adjourn the meeting.
Meeting adjourned at 9:00 pm
Submitted by Susannah Heubusch

Board of Trustees Open Meeting Agenda 4/7/2014

Warsaw Public Library
130 N. Main St.
Warsaw, NY 14569
Board of Trustees Meeting
AGENDA
Monday, April 7, 2014
7:00 pm
Open Meeting

Waive reading of minutes from Tuesday, March 11, 2014, motion to approve.
Motion:
2nd:
Ayes:  Noes:  Absent:
Defeated:   Approved:

Old Business
1. Maintenance and Cleaning Contract regarding hours/not to exceed contract amount (Fay Steele will attend meeting at 7:30 PM)
2. Audit and Approve abstract of audited vouchers # 57- #
Total Amount: $
Motion:
2nd:
Ayes:  Noes:  Absent:
Defeated:                                 Approved:

 Directors Report (Enclosed in Packet)

Children’s Services Report (Enclosed in Packet)

New Business
1. Electrical Recommendations as per Bob Smith, CEIS Inspector
2. Report on Warsaw Town Board Response to Responsible Parties
3. Update on Friends of the Warsaw Public Library

Announcements

Adjournment
Motion:
2nd
Ayes:   Noes:   Absent:
Defeated:                                                         Approved:

Board of Trustees Open Meeting 3/11/2014

Warsaw Public Library

Board of Trustees

Tuesday, March 11, 2014

President Suzanne Aldinger called the Tuesday, March 11, 2014 meeting of the Warsaw Public Library Board of Trustees to order at 7:00 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.  Guest:  Paul Royce (electrician)

A motion was made by Margaret Zeches to waive the reading of the Tuesday, February 11, 2014 minutes.  Motion was seconded by Janice Kelsey.

Ayes:  5 Noes:   0 Motion carried

Old Business:

There was an update on the Cleaning Contract.  No changes were made.

A motion was made by Susannah Heubusch 2nd by David Almeter to approve audited vouchers #39 - #56  for $6441.29.

Ayes:  5 Noes:  0 Motion carred

Directors Report  (see attached)

Children's Services Report ( see attached)

New Business:

Electrician Paul Royce was present and presented some concerns and pointed out some problems with the electrical needs of the building.   It was decided that one of the board members would try and attend the next Warsaw Town Board meeting to see how the Town Board would like to proceed as the building belongs to the town.

There was a discussion on whether to lower the cost for replacement cards or keep it at the same $4.00.  A motion was made by Margaret Zeches and 2nd by Susannah Heubusch that the replacement cost remain at $4.00.

Ayes:  4 Noes:  1 (David Almeter) Motion carried

David Almeter made a motion to accept the Annual Report Review and was 2nd by Janice Kelsey.

Ayes:  5 Noes: 0 Motion carried

A Motion was made by Susannah Heubusch and 2nd by David Almeter that the Library request $33539.30 for the 2014-2015 Warsaw Central School District Levy.

Ayes:  5 Noes:  0 Motion carried

David Almeter gave an update on "Friends of the Warsaw Library"

Due to conflicts in the schedule the next meeting of the Warsaw Library Board of Trustees will be Monday, April 7, 2014 at 7:00 pm.

A motion was made by Janice Kelsey to adjourn the meeting.

Meeting was adjourned at 8:30 pm.

Submitted by Susannah Heubusch

Board of Trustees Open Meeting Agenda 3/11/2014

Warsaw Public Library
130 N. Main St.
Warsaw, NY 14569
Board of Trustees Meeting

AGENDA
Tuesday, March 11, 2014
7:00 pm
Open Meeting

Waive reading of minutes from Tuesday, February 11, 2014, motion to approve.
Motion:
2nd:
Ayes:                Noes:               Absent:


Defeated:                                  Approved:
Old Business
1.Audit and Approve abstract of audited vouchers # 39- #
Total Amount: $
Motion:
2nd:
Ayes:                Noes:               Absent:


Defeated:                                 Approved:

Directors Report (Enclosed in Packet)


Children’s Services Report (Enclosed in Packet)
New Business
1.Paul Royce, Royce Electric: Update on electrical concerns/needs of the building
2.Review Policy on cost for replacement cards
3.Annual Report Review and must be accepted by library board
4.Warsaw Central School District Levy Request for 2014-2015
5.Update on Friends of the Warsaw Public Library


Announcements


Adjournment
Motion:
2nd
Ayes:                            Noes:                           Absent:


Defeated:                                                         Approved: