Board of Trustees Open Meeting Agenda 7/8/2014

Warsaw Public Library

130 N. Main St. Warsaw, NY 14569

Board of Trustees Open Meeting Agenda

Tuesday, July 8, 2014 7:00 PM

 

Open Meeting

Waive reading of minutes from Tuesday, May 20^th, motion to approve.

Motion:

2^nd:

Ayes:                Noes:               Absent:

Defeated:                                  Approved:

 

Old Business

 

1. Audit and Approve abstract of audited vouchers # 128-
   Total Amount: $
    
2. 2014/2015 Budget Planning
    
   Motion:
   2^nd
   Ayes:                            Noes:                           Absent:
   Defeated:                                                         Approved:
    
    
    
    Directors Report & Children’s Services Report (Enclosed in Packet)
    

New Business

 

1. Cleaning/Maintenance/Lawn/Shoveling Contractuals

Board of Trustees Open Meeting Minutes 6/10/2014

Warsaw Public Library
Board of Trustees
Tuesday, June 10, 2014


The Tuesday, June 10, 2014 meeting of the Warsaw Public Library Board of Trustees was called to order at 6:12 pm by President Suzanne Aldinger.  Present were trustees:  Suzanne Aldinger, Margaret Zeches, Janice Kelsey, David Almeter, Susannah Heubusch and Library Director:  Lisa Gricius.   Absent:  Warsaw Town Board liaison:  Shani Jones


OLD BUSINESS:
Susannah Heubusch made a motion to amend the abstract of the audited vouchers #81- #104 from the approved total of $11876.00 on 5/13/2014 to the corrected amount of $11059.33.  Motion was 2nd by David Almeter.
Ayes:  5 Noes:  Motion carried


A motion was made by Janice Kelsey and 2nd by Susannah Heubusch to approve the abstract of audited vouchers #105 - #127 for $8378.74.
Ayes:  5 Noes:  Motion carried


Five Year Plan;
After a short discussion a motion was made by Margaret Zeches and 2nd by Susannah Heubusch to accept the outline of the Five Year Plan as presented.
 Ayes:  5 Noes:  Motion carried


A correction was made to the May 20, 2014 minutes.  The paragraph reading " When available Town Board Liaison: Shani Jones and Town Historian: Sally Smith will serve on the committee.  We would like another Town board member to serve as well."  Should read "Town of Warsaw Board Liaison:  Shani Jones will serve on the 5 Year Plan Committee."


Directors and Children Services Reports (see attached)


NEW BUSINESS:
There was a discussion on the budget as presented.  A vote on the completed budget will be done at the July meeting.
The next meeting of the Board of Trustees will be on Tuesday, July 8, 2014 at 7:00 pm.
Susannah Heubusch made a motion to adjourn the meeting.


Meeting adjourned at 8:30 pm.


Submitted by Susannah Heubusch

Board of Trustees Open Meeting 6/10/2014 6:00 PM Special Meeting with 7:00 PM Regular Board Meeting Start

Warsaw Public Library
130 N. Main St. Warsaw, NY 14569
Board of Trustees Open Meeting Agenda
Tuesday, June 10, 2014
6:00 pm: Special Meeting: 5 year Facility Plan
7:00 pm: Regular Scheduled Board Meeting
Open Meeting

Waive reading of minutes from Tuesday, May 20th, motion to approve.
Motion:
2nd:
Ayes:        Noes:        Absent:
Defeated:            Approved:

Old Business

1.    Audit and Approve abstract of audited vouchers # 105-
Total Amount: $
Motion:
2nd:
Ayes:        Noes:        Absent:
Defeated:                                 Approved:

2.    5 Year Facility Plan

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

New Business

1.    2014/2015 Budget Planning

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

Board of Trustees Special Meeting 5/20/2014

Warsaw Public Library
Special Meeting
Board of Trustees
May 20, 2014

A special meeting of the Warsaw Public Library Board of Trustees was called to order at 7:15 pm by President Suzanne Aldinger.   Present were trustees:  Suzanne Aldinger, David Almeter, Margaret Zeches, Janice Kelsey, Susannah Heubusch, Library Director: Lisa Gricius, Town Board Liaison: Shani Jones and Guest: Town Historian: Sally Smith.

Motion to change the minutes of the May 13, 2014 minutes to add the time of 7:00 pm was made by Suzanne Aldinger, 2nd by Margaret Zeches.
    Ayes: 5        Noes:          Motion carried

Susannah Heubusch made a motion to accept Paul Royce's bid for the electrical work that needed to be done not to exceed $4000.00.   2nd by Margaret Zeches.
    Ayes:  5        Noes:        Motion carried

Library Director Lisa Gricius has the authority to sign the written agreement for the work.

A motion was made by Susannah Heubusch and 2nd by David Almeter to accept the 4 step plan as proposed for setting up the five year plan.
    1)   Get the electrical work done and pay for said from the reserve fund
    2)   Set up a committee to work on 5 year plan (Trustees plus Town Board Member)       
    3)   Set deadline for completion of 5 year plan
    4)   Decide how to budget for plan each year
   
    Ayes:  5        Noes:        Motion carried

When available Town Board Liaison: Shani Jones and Town Historian: Sally Smith will serve on the committee.  We would like another Town board member to serve as well.

Straightline will be coming in and going through the building to give us a general idea of present and possible future problems.

It was agreed that the Friends of the Library could have a lock box at the Library for their correspondence, but that the Library would not be responsible for lost or missing items.

The next regular meeting will be on June 10.    Special Meeting 5 Yr. Plan - 6:00 pm                                                                                                                                                                  Regular Meeting - 7:00 pm

Susannah made a motion to adjourn the meeting.

Meet adjourned at 8:30 pm

Submitted by Susannah Heubusch

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: