January Minutes

Palmyra Community Library

Annual Board of Trustees Organizational Meeting

January 18, 2018 6:30 p.m.

Present: Carolyn Bradstreet, Debbie Nagle, Sandra Goehle, Courtney Marr, Mike Braell, Shawn Williams, Kathy Wooden, Patricia Baynes, Jennifer Voss


Review of Annual Reports:

2017 Director’s Annual Report (Patricia)

2017 President’s Annual Report (Carolyn)

2017 Building and Grounds Committee Annual Report (Jennifer)

2017 Treasurer’s Annual Report (Kathy)

2017 Grants Report

2017 Friends of the Palmyra Library Annual Report (Maureen Ahern)

A motion “to accept the 2017 Annual Reports as written, with the exception of the Treasurer’s Report which will be amended when the Endowment Fund year end report is complete”, was seconded and unanimously approved.

Election of Officers:

Nominations were made as follows: Carolyn, for President, Deb, for Vice President, Sandy for Secretary. A motion was made and seconded “ to accept this slate of Officers for 2018” and was unanimously approved.

Assignment of Committees for 2018:

Grants: Courtney and Shawn Building and Grounds: Mike and Jennifer

Public Comment: There was no public comment.

A motion was made, seconded and unanimously approved to adjourn the Annual PCL Board of Trustees Organizational Meeting.

Palmyra Community Library

Monthly Board of Trustees Meeting

January 18, 2018, 7:00 p.m. estimate

Present: Carolyn Bradstreet, Deb Nagle, Sandy Goehle, Courtney Marr, Mike Braell, Shawn Williams, Patricia Baynes-Director, Kathy Wooden-Treasurer, Jennifer Voss-Clerk of the Works


Meeting Minutes:

Upon a motion duly made and seconded, the amended meeting minutes of December 21, 2017 were unanimously approved, as written.

Director's Report:

Upon a motion duly made and seconded, the Director's report for December, 2017 was unanimously approved.

Treasurer's Report:

Upon a motion duly made and seconded, the December, 2017 Treasurer's report was unanimously approved, including abstract #1, vouchers 2018-01 - 2018-22. Kathy also brought up the topic of current PCL disability insurance and possible changes or updates. As it is paid through the end of 2018 and more discussion is needed, the topic will be revisited at the end of the year.

Public Comment:

There was no public comment.


Grants: Patricia reported that the state is still considering our NYS Library Construction Grant. As that grant would not cover the cost of a drive up book drop, a portion of the funds may be applied to the proposed “back step project”.

Building and Grounds:

1.Jennifer sought an updated efficiency estimate from Potter Heating and Cooling, for an air conditioning unit for the first floor. No estimate has been received to date.

2.Patricia and Jay Harding have contacted the Town of Palmyra for help with the replacement of a rear parking lot light. There has been no response from Gary Hopkins.

3.Carolyn reported that the previously approved tree trimming by George Newsome’s Tree Care was accomplished today, January 18, 2018.

4.Patricia revisited a discussion of the need for resurfacing in the back parking lot, especially over the areas where water line work was done. Advice was sought from Champion Asphalt, who has previously done work for PCL, but there has been no response, to date.

5.Patricia also reported very cold temperatures on the first floor recently. Potter Heating and Cooling was called to investigate. A broken flap on the heating unit was found, and a possible problem with the thermostat and/or fresh air intake system was suggested. The situation needs to be addressed and fixed.

6.Patricia was approached by Pam Helming’s office, asking about future PCL needs. Any grant received from Senator Helming will be used in the “back steps project”.

7. Carolyn reported receiving Brad Jacob’s updated estimate for repair and improvement of the rear steps in concrete. Patricia wondered about the cost/feasibility of wrought iron steps and will contact Mike Poretta for an estimate of options.

Items for Discussion/Resolution:

  • Carolyn, Deb and Patricia met with PLS Ron Kirsop to begin work on PCL’s Five Year Plan. The plan will address Sustainability, Ongoing Construction, Adult Programming and Outreach/PR. Carolyn, Deb and Patricia will continue to meet and develop an outline of measureable action steps in each area. More Board input will be sought as work progresses.

  • Patricia updated a staff vacancy. After interviewing 8 people, Patricia recommended we hire Sydney Gagliano as a part time Library Clerk. A motion was made, seconded and unanimously approved to hire Sydney at minimum wage of $10.40/hour. As Allison has offered to work more hours, staffing needs are being met.

  • An upcoming Workshop for Trustees presented by PLS Ron Kirsop (Roles and Responsibilities) and Lauren Moore (Budget and Finance) will be held at PCL on Monday, Feb. 5, 2018, 6:00. Registration required at pls-net.org.

Upcoming Events:

Carolyn outlined some upcoming events at PCL, including Painting activities with Becky Sloan on Jan. 29, 6-8. Registration is required and there is a materials fee. Defensive Driving will be offered Feb. 5 and 7, 5:30-8:30, registration and fee required. At the next Friends book review luncheon, Mon., Feb. 12, 12:00, Patricia and Muffie will review the 2018 Writers and Books Rochester Reads book, The Distance Between Us . There will be a Calligraphy Class on Feb. 17 at 11:00 and American Sign Language for Beginners on Thurs., Feb. 22, 11:00. Registration is required. Contact PCL for more info on any of these offerings.

Round Table Discussions:

Several topics were brought up and discussed, including the status of finding an additional Board member, (bring ideas next month), and the importance of making plans to include an audit of PCL, possibly as part of the new 5 Year plan.

Next meeting-Thursday, February 16, 2018, 6:30 p.m.

Respectfully submitted,

Sandy Goehle