Palmyra Community Library
Monthly Board of Trustees Meeting
August 16, 2018, 6:30 p.m.
Present: Carolyn Bradstreet, Deb Nagle, Sandy Goehle, Courtney Marr, Mike Braell, Patricia Baynes-Director, Kathy Wooden –Treasurer, Jennifer Voss
Excused: Shawn Williams
Upon a motion duly made and seconded, the meeting minutes of July 19, 2018 were unanimously approved.
Upon a motion duly made and seconded, the Director's report for July 2018 was unanimously approved.
Upon a motion duly made and seconded, the July 2018 Treasurer’s Report was unanimously approved, including Abstract # 8, vouchers 2018-154- 2018-173. (The August Treasurer’s Report will be updated in September to include the NYSEG bill which had not been received at this time.)
There was no public comment.
Grants: Patricia reported that PCL had not yet received the approved NYS Library Construction Aid check.
Building and Grounds:
1.Carolyn reported that Kathy had met once with Cheryl LaDelfa to begin use of the Peachtree software in preparing reports for the PCL full audit. Carolyn had asked for clarification of some terms used in the audit procedure and shared that information with the board.
2. Patricia reported that the August 1 Fire Safety Inspection was passed, with the exception of some Exit signs needing new bulbs. These will be replaced.
3.Patricia and Carolyn shared updated plans from John Page for the new parking lot. After board discussion, a motion was made, seconded and unanimously approved to accept the changes. Several bids will be sought to contract for the paving of the parking lot. It is still hoped that this project will be completed this fall. Landscaping will wait until next year.
Items for Discussion/Resolution:
After further discussion of PCL participation in the Family Promise of Wayne County Program, a motion to approve revisions to 3 provisions for PCL participation was made, seconded and unanimously approved; “ The Palmyra Community Library Board agrees to allow Family Promise of Wayne County to use the lower level as a site affiliate, contingent upon the following conditions: (1) PCL retains the right to withdraw from participation if the board deems this program is not a good fit. (2) All volunteers for Family Promise of Wayne County will attend an orientation at PCL prior to the start of the program to understand the policies regarding Building Use. (3) Sufficient funding of Family Promise needs to be in place prior to PCL’s participation.”
Patricia will update the Personnel Policy, per the board’s discussion and have the changes at next month’s meeting.
Patricia reported that Annmarie Priestley has resigned from the PCL Board, effective as of August 1, 2018. She also reported several nominating petitions for the 2 open Trustee positions are circulating, in anticipation of the upcoming Oct. 9, 2018 vote.
Patricia reported needed repairs to the roof, spindles and staining in the gazebo. Jack Close was contacted for his opinion. After discussion, a motion was made, seconded and unanimously approved to contract with Jack Close for those repairs, with the cost not to exceed $1,000. (As this is a memorial gazebo, it was agreed funding for its repairs would come from memorial funds.)
Some upcoming events at PCL were highlighted: Senator Pam Helming will be at PCL on Aug. 30, 10:00, to again present her “Star Reader awards”, yoga class offerings, the upcoming Friends Fall Book Sale Sept. 5-15, with the famous pie sale on Sat., Sept. 8, 10:00, and Palmyra Canaltown Days Art Show at PCL Sat., Sept. 15, 10-4:00 and Sunday, Sept. 16, 12-4:00, continuing through Sat., Sept. 22.
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.
Completed the back steps repair/improvement project.
On deck for 2018 completion:
1.Send Library news through monthly digital newsletters and e mail to increase public access to Library info (Dec. 2018)
2.Install interior signage as guides to the Library collection and all various areas of the building. (Dec. 2018)
3.Undertake an external audit of PCL. (Dec. 2018)
4. To complete an energy audit with NYSEG in order to prepare an energy saving facilities plan. (Dec. 2018)
Round Table Discussions:
Mike discussed regulations concerning options for pay raises. Sandy shared info about the upcoming Friends Book sale and need for help. Carolyn will contact Ron Kirsop for suggestions regarding PCL PR for upcoming year.
A motion was made, seconded and unanimously approved to adjourn.
Next meeting-Thursday, Sept. 20, 2018, 6:30 p.m.