Palmyra Community Library
Monthly Board of Trustees Meeting
September 19, 2019, 6:30 p.m.
Present: Carolyn Bradstreet, Sandy Goehle, Courtney Marr, Mike Braell, Ian Priestley, Patricia Baynes-Director, Kathy Wooden, Sheryl LaDelfa Excused: Debbie Nagle, Shawn Williams
A brief reception was held to honor retiring PCL Treasurer, Kathy Wooden. She leaves with our thanks for her many years of dedicated service to our library.
In the presence of the Board, Carolyn administered the oath of office to newly appointed PCL Treasurer, Sheryl LaDelfa. She will fill the position vacated by Kathy Wooden’s retirement, effective September 20, 2019.
Reports:
Meeting Minutes:
Upon a motion duly made and seconded, the amended meeting minutes of August 22, 2019 were unanimously approved.
Director's Report:
Upon a motion duly made and seconded, the Director's report for August 2019 was unanimously approved.
Treasurer's Report:
Upon a motion duly made and seconded, the August 2019 Treasurer’s Report was unanimously approved, including Abstract #9, vouchers 2019-164 – 2019-192. The Board also approved Kathy’s submission of the annual letter to the Town of Palmyra, “Public Funding for Palmyra Community Library 2020 Fiscal Year”.
Public Comment:
There was no public comment.
Committees:
Grants:
1.Carolyn reported that the 2020 NYS Library Construction Grant, earmarked to help with the cost of a new roof, may be higher than anticipated.
2.Patricia noted that the 2019 state approved construction grant money to be used toward the cost of the 2nd floor AC unit is expected soon.
Building and Grounds:
1.Patricia reported that the LED interior lighting upgrade has been completed.
2.Patricia noted that all pieces are on hand for installation of the front parking lot lights. The top coat of paving is due to be completed by the end of the month.
3. Carolyn has contacted several companies for estimates for property maintenance, including weeding, mowing and snowplowing. After receiving several more suggestions, additional contacts/estimates will be checked.
Policy committee: Mike asked us to look at and prepare to discuss the current Disaster/ Emergency Policy.
Finance Committee: The newly formed Finance committee, consisting of Mike, Deb, Sandy and Shawn met on Sept. 18 at 6:00, to discuss needs and direction for the committee. The next meeting will be Oct. 16, 6:00.
Vote/Budget Committee: All seems to be in place for the Oct. 15 budget vote.
Items for Discussion/Resolution:
Public sessions for the upcoming Budget Vote are scheduled for Sept. 25, 1:00 and Sept. 26, 7:00. Patricia, Carolyn, Mike and Sandy will be on hand to answer any questions the community might have.
Patricia opened a discussion on Library staffing. Muffy Beato has resigned the position of Co- ordinator of Adult Programming, effective October 31, 2019. In anticipation of a vacancy, Patricia shared an updated job description for Co-ordinator of Adult Programming. The Board unanimously approved the update. After sharing Betsy Lewis’s resume and interest in the position, the board unanimously approved her appointment to the position of Co-ordinator of Adult Programming, effective November 1, 2019. Betsy’s new job creates an open clerk position. Patricia will advertise and accept resumes to fill the opening.
The Board received Kathy Wooden’s letter of retirement, effective September 19, 2019. The Board unanimously accepted her letter with regrets but best wishes.
Mike noted our Enabling Legislation does not authorize us to require voters to be “registered”. NYS Education policy, which governs PCL, describes a “qualified” voter as a citizen, 18 years of age, 30 day resident, with no felony convictions.
Kathy spoke about staff Disability Insurance and its past use. Patricia will investigate the need and advise the Board.
Patricia spoke about a successful Canal Town Days Art show. Several hundred people enjoyed the varied and beautiful pieces of art. A Monday night Artists’ Reception was also well attended.
Patricia updated the Board on the 3 Trustee candidates, Sandy Goehle, Sharon Sweeney and Chris Ossont. All petitions are in and newspaper stories about the Trustees and Budget Vote will be in print by the end of the month.
It was suggested Sheryl look into having the bills/invoices available for signing before the monthly Board meeting.
It was shared that the new regulations regarding 2 hours of annual Trustee training will not be in place until 2021.
Upcoming Events at PCL: Please refer to the fall newsletter, PCL website or call the Library to check out all that’s going on.
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 - back steps repair/improvement project.(Oct. 2018)
Completed- external audit of PCL finances (Dec. 2018)
Completed-Send Library news through monthly digital newsletters and e mail to increase public access to Library info (Dec. 2018)
On deck for 2019 completion:
1.Install interior signage as guides to the Library collection and all various areas of the building.
2.Complete the front parking area, including, paving, lighting, landscaping and adding a drive –up book return.
3.Create a Palmyra Community Resource guide with current information about local services and organizations to be available in print and digital formats. Discussion with staff begun June 2019.
A motion was made, seconded and unanimously approved to adjourn.
Next meeting-Thursday, October 17, 2019, 6:30 p.m.
Respectfully submitted,
Sandy Goehle