February Minutes

Palmyra Community Library

Monthly Board of Trustees Meeting Minutes

Thursday, February 20, 2025 6:30 PM

Present: Sarah Wimer, Kathy Pray, Ed Doyle, Barb Lloyd, Mary Beth Poupart, Jennifer Cohen, Sheila Koeberle - Library Director and Sheryl LaDelfa-Treasurer

Excused: Sharon Sweeney

Meeting called to order at 6:27 pm

Motion to amend the Agenda:

 Approval of Annual Meeting Minutes.

 Facilities Committee requesting approval to hire West Fire Services to replace the fire panel.

 Facilities Committee requesting approval to hire MRB Group for Professional Services as it relates to phase 2 of the culvert project.

Reports:

 2025 Annual Meeting Minutes Upon a motion made by Mary Beth and seconded by Kathy

the minutes of the 2025 Annual Board of Trustees Meeting were unanimously approved.

 2025 January Meeting Minutes Upon a motion made by Ed and seconded by Kathy the minutes of the January 16, 2025 Monthly Board of Trustees Meeting were unanimously approved.

 2025 January Director’s Report Upon a motion made by Barb and seconded by Kathy the Library Director’s Report for January 2025 was unanimously approved.

 2025 January Treasurer’s Report Upon a motion made by Mary Beth and seconded by Jennifer the

January 2025 Treasurer’s Report was unanimously approved including Abstract #2 vouchers 2025-14 to 2025-25 with $ 9611.74 funds required and approximately $19,000 for payroll transferred.

Public Comment: none

Committees:

 Finance Committee: Committee met January 19, 2025 and a report was shared which the Board accepted.

 Policy Committee: Committee met February 4, 2025 and a report was shared which the Board

accepted.

 Facilities Committee: Committee met February 18, 2025 and a report was shared which the Board accepted.

Items for Discussion / Action:

 Purchase 2 new public desktops with monitors and one public laptop. These will be purchased from OWWL for a total cost of $2003.09. Upon a motion made by Barb and seconded by Jennifer to approve the purchase of 2 new public desktops with monitors and one public laptop was unanimously approved.

 NYS Annual Report Upon a motion made by Kathy and seconded by Ed to approve the

NYS Annual Report was unanimously approved.

 Approve the hiring of a Building and Grounds Assistant The library received 3 inquiries

and will extend an offer to one with extensive custodial/maintenance experience. Upon a motion made by Mary Beth and seconded by Jennifer to extend an offer was unanimously approved.

 Review two new policies:

- Records Retention Policy & Mileage Reimbursement Policy

 Review proposal for QuickBooks Online migration from Sage Sheryl will manage the

migration which is not included in the purchase of QuickBooks.

 Staff appreciation—April 9, 2025

 Dixie Prittie Award—June 2025 Five volunteers will be recognized this year.

 Facilities Committee requested approval to hire West Fire Services. A motion made by Ed

and seconded by Barb to approve the replacement of the fire panel and booster by West Fire Services for a total of $6050, and the monies will come from Building Reserve funds, was unanimously approved.

 Facilities Committee requested approval to hire MRB Group for Professional Services proposal

for phase 2 of the culvert project for a cost of $33,400. A motion made by Ed and seconded

by Kathy to hire MRB for Professional Services for phase 2 of the culvert project for a cost of $33,400, and the monies will come from Capital Reserve funds, was unanimously approved. Sarah abstained due to conflict of interest.



Reading of notes for tonight’s meeting

• Motion to Adjourn A motion was made by Mary Beth and seconded by Kathy and unanimously approved to adjourn the meeting at 7:36 pm.

Next Regular Meeting: Thursday, March 20, 2025 6:30pm

Respectfully Submitted,

Mary Beth Poupart

February 25, 2025