Palmyra Community Library
Monthly Board of Trustees Meeting
September 20, 2018, 6:30 p.m.
Present: Carolyn Bradstreet, Deb Nagle, Sandy Goehle, Courtney Marr, Mike Braell, Patricia Baynes-Director, Kathy Wooden –Treasurer Excused: Shawn Williams
Upon a motion duly made and seconded, the meeting minutes of August 16, 2018 were unanimously approved.
Upon a motion duly made and seconded, the Director's report for August 2018 was unanimously approved.
Upon a motion duly made and seconded, the updated July 2018 Treasurer’s Report was unanimously approved, including Abstract # 8, vouchers 2018-154 – 2018-174. Upon a motion duly made and seconded, the August 2018 Treasurer’s Report was unanimously approved, including Abstract #9, vouchers 2018-175 – 2018-198.
There was no public comment.
Building and Grounds:
1.Carolyn and Patricia provided updates to the proposed parking lot project. We are still waiting for estimates. It was suggested that the project be divided into pieces, with some to possibly be completed yet this fall.
2. Carolyn spoke about options for PCL snowplowing, including possibly working with new owner of Modern Seal Coating to share the job and costs.
Items for Discussion/Resolution:
Carolyn, on behalf of PCL, signed a covenant to participate in Family Promise of Wayne County, with the addition of the following contingencies: “ 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.” As the program is slated to begin Oct. 21, with PCL’s first participation to occur the week of Dec. 9, Carolyn, Mike, Patricia and Courtney volunteered to provide a training program for all Family Promise volunteers and staff, to familiarize all with Building Use Policies.
Patricia is still working on updates to the Personnel Policy and plans to have the changes at next month’s meeting.
Mike spoke about the process for the Director’s Evaluation. The staff and Patricia have their pieces in hand, the trustees were given theirs tonight. The Board self-evaluation will be handed out at the Oct. meeting. Staff pieces are due by the end of Sept, with the sub committee to meet, collate and share that info at the Oct. meeting. Patricia and the Trustees will hand in their pieces in Oct.
Carolyn and Kathy will meet with the CPAs on Oct. 31, to begin the PCL full audit. Kathy reported that all documentation needed has been prepared.
Lauren Moore of PLS asked the PCL trustees to list the 5 most important values of a public library. Patricia will pass those along.
As the PCL Board is being honored at the PLS annual meeting and brunch, Carolyn will check to make sure all trustees may attend.( This was done after the meeting and all have been registered.)
Patricia had a question about the Building Use Policy. Due to safety issues a Bounce House was deemed to be an inappropriate use of the third floor space.
Patricia reminded everyone of the upcoming Trustee election, Oct. 9, 12-9:00, with Deb Nagle and Ian Priestley up for election.
Some upcoming events at PCL were highlighted: Monday morning café starting Oct. 1, car maintenance class, painting, sewing and felting classes, Defensive Driving, Ham radio and Yoga., the next Friends luncheon, Oct. 15, “ The President is Missing” to be reviewed. Contact PCL for more info.
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 shared PLS grant opportunities. Sandy asked about the possibility of identification of the memorial statue and meeting with Ron Kirsop of PCL to talk about PR. (He will attend our Oct. meeting.) Patricia reported that the new book drop we plan to purchase is on sale at a sizeable savings, so she will purchase.
A motion was made, seconded and unanimously approved to adjourn.
Next meeting-Thursday, Oct. 18, 2018, 6:30 p.m.