Palmyra Community Library
Monthly Board of Trustees Meeting
October 17, 2019, 6:30 p.m.
Present: Carolyn Bradstreet, Debbie Nagle, Sandy Goehle, Courtney Marr, Mike Braell, Shawn Williams D’Angio, Ian Priestley, Patricia Baynes-Director, Sheryl LaDelfa-Treasurer
Guests: Jennifer Voss, Newly elected Trustees- Sharon Sweeney, Chris Ossont
A brief celebration was held to honor retiring PCL Board President, Carolyn Bradstreet and Trustee, Courtney Marr. They leave with our thanks for their years of dedicated service to our library. You’ll both be missed.
Upon a motion duly made and seconded, the meeting minutes of September 19, 2019 were unanimously approved.
Upon a motion duly made and seconded, the Director's report for September 2019 was unanimously approved.
Upon a motion duly made and seconded, the September 2019 Treasurer’s Report was unanimously approved, including Abstract #10, vouchers 2019-193 – 2019-208.
There was no public comment.
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 90% of the 2019 state approved construction grant money to be used toward the cost of the 2nd floor AC unit has been received. The remaining 10% is due anytime.
3.Patricia shared that a very generous donor has offered to establish a fund at RACF to benefit PCL. The terms of the fund are yet to be determined.
Building and Grounds:
1.Carolyn reported no success in the search for a maintenance person. Patricia added she had contacted Marcia Booth of Down to Earth Landscape who had offered an estimate to clean up and maintain the creek area. After discussion, the Board unanimously approved the estimate and will contract with Marcia Booth to maintain the creek area, throughout the coming year.
2.Patricia noted that a considerable amount had been donated in memory of Pic Schade. She shared examples of memorial plaques that might be attached to a boulder in her honor. As the Board had previously approved this, Patricia will contact Wayside for a rock and order an appropriate plaque.
3. Carolyn and Patricia spoke about the paving of the front parking lot. Because the start of the final coat of the paving project depended on the installation of a stainless steel edging along the building,( which was just recently completed), it was agreed that the final coat of paving should be put off until May 2020, when weather conditions would be more advantageous.
4.Patricia shared several estimates for plowing at PCL for winter 2019-2020. After discussion, the Board unanimously accepted the plowing bid from Jon Westerman.
Policy committee: Mike asked us to look at and prepare to discuss the current Disaster/ Emergency Policy. Security issues, such as camera updates and fire exits will be discussed next.
Finance Committee: The September and October minutes were submitted and accepted. The committee meets next in November.
Vote/Budget Committee: Public sessions held on Sept. 25 and 26 were discussed. 130 people voted , with the budget proposal passing by a vote of 85-45. Sharon Sweeney and Chris Ossont were elected to 4 year Trustee terms.
Items for Discussion/Resolution:
With the retirement of Carolyn as Board President, it was necessary to elect an interim President, to serve until the annual PCL elections in January 2020. Mike nominated Debbie Nagle and the Board unanimously approved Debbie as Interim President.
Patricia reported that Lydia and Allison will be taking Betsy’s hours, so that a new clerk hire would not be necessary. A change in Betsy’s pay scale, commensurate with the role of Director of Adult Programming, retroactive to October 1, 2019, was unanimously approved by the Board.
Patricia shared the completed Community Resource Guide, which will be available in paper copy as well as on the website. Thank you and well done, Lydia.
A discussion about staff Disability Insurance was revisited. As more information is needed, the Board will discuss this further, at the November meeting.
A discussion of Christmas gifts for staff, was tabled until next month.
Visitors and Patricia were excused. Mike made a motion and the Board unanimously agreed to enter into Executive Session for purposes of discussing the Director’s Annual Evaluation. After discussion, a motion was made and unanimously approved to exit Executive Session. Patricia returned and the results were shared.
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)
Completed- Creation of a Community Resource Guide with current information about local services and organizations, in print and digital formats.(Oct. 2019)
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.
A motion was made, seconded and unanimously approved to adjourn.
Next meeting-Thursday, November 21, 2019, 6:30 p.m.