Palmyra Community Library
Monthly Board of Trustees Meeting
August 17, 2017
Present: Carolyn Bradstreet, Deb Nagle, Mike Braell, Shawn Williams, Patricia Baynes-Director, Kathy Wooden-Treasurer
Excused: Sandy Goehle, Courtney Marr, Robin Lindstrom, Jennifer Voss- Clerk of the Works
Upon a motion duly made and seconded, the meeting minutes of July 20, 2017 were approved.
Upon a motion duly made and seconded, the Director's report for July 2017 was approved.
Upon a motion duly made and seconded, the July 2017 Treasurer's report was approved, including abstract #8, vouchers 2017-163 - 2017-187. Kathy presented a copy of the letter sent to the town requesting the tax levy monies collected on behalf of PCL. The Board reviewed the letter.
There was no public comment.
Grants: Patricia reported on the status of the NYS Library Construction Grant. It remains pending at this time. Patricia noted that it can take up to 1 year for such grant money to be approved and arrive. The Board discussed contingency options regarding the grant process, including applying for a grant from the Bullis Foundation. A motion was made, seconded and approved to make the Boiler Replacement Plan an alternative project for the NYS Library Construction Grant.
Building and Grounds: Carolyn reported that she has signed and delivered a notarized Easement Agreement to Cindy Kukuva, who will file it. The PCL will pay half of the filing fee. Carolyn reported we had received a new, revised estimate for the Boiler Replacement Project from Leo J.Roth, updated with the prevailing labor wage. An estimate was previously received from Potter Heating and Cooling. After discussion and comparisons, a motion was made, seconded and approved to accept the estimate for the Boiler Replacement Project from Potter Heating and Cooling. Funding will come from the Building Reserve Fund. The Boiler Replacement Project will take from 3-5 days and should be completed this fall before the heating season begins. Patricia reported that the PCL passed the most recent Fire Inspection. Moving forward, the Fire Inspection will occur on a yearly basis. Patricia reported favorable results from the Wayne County and Village of Palmyra Zoning Boards. PCL has permission from the Village Zoning board to create and allow parking with requisite signage and pass-throughs for people to use when crossing the median. Carolyn reported that Tim Wiseman completed the remedy work of the downspout blockage on the east side of the building. Carolyn reported that the tree trimming work will be completed on August 30, 2017. Carolyn reported that minor repairs to the garage by Milkay Construction will be completed soon. Larry Harloff will begin painting the garage in September, at a price within our estimated budget. Patricia reported that 2 bids have been received from A and A Electric and Hartman Electric, for electrical work and lighting in the new parking space. Further discussion of these bids will take place.
Items for Discussion/Resolution:
The Board discussed the submitted lists of names of possible Focus-Group participants. After establishing times for the groups to meet on September 25, with Ron Kirsop, each Trustee will contact and confirm all participants’ availability/preferences for meeting. Invitations, confirming the meeting time and including a thank you, will be sent to all participants. Shawn agreed to help Carolyn with organizing the lists, generating an e mail to all Trustees, with the invitation attachment. Carolyn will also talk to Ron about finalizing the Palmyra Community Library Survey questions, with input from the Board’s discussions.
The Board agreed to hold a PCL retreat, sponsored by PLS, on Wednesday, October 4, 2017, from 7-9:00 at the Canandaigua office. Carolyn will talk to Ron about the format and content of the evening.
A discussion of a professional audit of PCL finances was begun and will continue, as more information is needed.
Patricia reported that PLS is to do a pilot project on the issue of Fine-free Status for Children, and she would like PCL to participate in the pilot. More information will be forthcoming.
Meeting Room Use does not seem to be an issue at this time.
Carolyn highlighted some of the many upcoming events at PCL including a visit on August 31, 2017 , at 10:00, of NYS Senator Pam Helming. Senator Helming will be present to award “Super Star Reader” awards to children from area Libraries who participated in the summer reading program. The PCL fall newsletter will be sent out soon. The Friends of the PCL will be having their fall book sale, Sept.6-9, with the annual Pie Sale on Sat., Sept. 9. The Canal Town Days Art Show will be held at the PCL on Saturday and Sunday, Sept. 16 and 17.
Round Table Discussions:
Shawn suggested PCL have PCL Surveys available during Canal Town Days.
Next meeting-Thursday, September 21, 2017, 6:30 p.m.
Respectfully submitted, via Mike Braell,