Palmyra Community Library
Monthly Board of Trustees Meeting
November 15, 2018, 6:30 p.m.
Present: Carolyn Bradstreet, Deb Nagle, Sandy Goehle, Mike Braell, Shawn Williams, Ian Priestley, Patricia Baynes-Director, Kathy Wooden –Treasurer, Jennifer Voss
Excused: Courtney Marr
Guests: Wendi Gagliano, Notary
Oath of Office : Carolyn administered the Oath of Office as a PCL Trustee to Deb Nagle, then Ian Priestley. After their oaths were notarized by Wendi Gagliano, Carolyn welcomed Deb and Ian to the board.
Reports:
Meeting Minutes:
Upon a motion duly made and seconded, the meeting minutes of October 18, 2018 were unanimously approved.
Director's Report:
Upon a motion duly made and seconded, the Director's report for October 2018 was unanimously approved.
Treasurer's Report:
Upon a motion duly made and seconded, the October 2018 Treasurer’s Report was unanimously approved, including Abstract #11, vouchers 2018-220 – 2018-244.
Public Comment:
There was no public comment.
Committees:
Grants:
Building and Grounds:
1.Carolyn updated the board on her efforts to reach NYSERTA concerning an energy audit at PCL. She was finally able to speak with a representative and will set a date for the audit.
2.Patricia reported the front parking lot is graded and ready for paving with a binder coat. All County Construction still plans to do this project before winter, whenever the weather co-operates. PCL is still waiting for a PRC#, outlining the prevailing wages related to this specific job. ( Since this meeting, a sink hole developed and was repaired. And, on Wednesday, Nov. 21, 2018, a binder coat was applied to the front parking lot.)
3.Patricia reported that the Gazebo was repaired and the roof replaced by Jack Close on Nov. 5, 2018.
Items for Discussion/Resolution:
Carolyn and Mike discussed the topics and ideas to be covered at the upcoming Family Promise orientation, and asked for additional input from the board.
Patricia completed the wording to the Personnel Policy and asked the board to prepare it for approval at next month’s meeting.
Kathy and Patricia presented a preliminary Budget 2019 draft. Discussions included specific costs of some additional items/needs. Kathy and Patricia will explore these suggestions and report to the board at the December meeting.
Patricia presented specific costs associated with offering an Employee Assistance Plan to all PCL staff. After discussion, a motion was made, seconded and unanimously approved to enroll all employees of PCL in an EAP for 2019.
Kathy and Patricia reported that the first ever PCL Full Audit was completed over the course of 3 days. The report, including specific suggestions, will be available in Jan. 2019.
After discussion, the board will plan a holiday celebration for all PCL staff, set for 5:00, Dec. 20, 2018.
Mike submitted minutes of the Personnel Committee’s Oct. 9 and 22 meetings.
Executive Session: Director’s annual evaluation.
A motion was made, seconded and unanimously approved to enter Executive Session to discuss the Library Director’s evaluation. After discussion was completed, a motion was made, seconded and unanimously approved to exit Executive Session. A motion was then made, seconded and unanimously approved to accept the 2018 Director’s Annual Evaluation.
Upcoming Events:
Some upcoming events at PCL were highlighted: Monday morning Café, painting, felting, sewing and fitness classes and Saturday Studio for adults, Pop-up Market Nov. 24, Village Christmas celebration Dec. 7, Friends of the Library Luncheon featuring Cindy Kukuvka, Dec. 10. Contact PCL for more info about any of these offerings.
Strategic Plan 2018-2022:
Completed installation of energy efficient AC for 1st floor-2018
Completed set-up of a suggestion box on the PCL website to collect patron feedback.(July 2018)
Completed the back steps repair/improvement project.(Oct. 2018)
Completed an external audit of PCL finances (Dec. 2018)
On deck for 2018 completion:
1.Send Library news through monthly digital newsletters and e mail to increase public access to Library info (Dec. 2018)
2.Install interior signage as guides to the Library collection and all various areas of the building. (Dec. 2018)
3. To complete an energy audit with NYSEG in order to prepare an energy saving facilities plan. (Dec. 2018)
Round Table Discussions:
A request from a trustee that reports and other meeting relevant materials be made available earlier than the day of the board meeting. Patricia discussed a need for a policy to outline “dogs in the Library”. For further board discussion, the difference between governing/managing.
A motion was made, seconded and unanimously approved to adjourn.
Next meeting-Thursday, December 20, 2018, 6:30 p.m.
Respectfully submitted,
Sandy Goehle