Palmyra Community Library
Monthly Board of Trustees Meeting
April 18, 2019, 6:30 p.m.
Present: Carolyn Bradstreet, Deb Nagle, Mike Braell, Shawn Williams, Ian Priestley, Patricia Baynes-Director, Kathy Wooden-Treasurer
Excused: Sandra Goehle, Courtney Marr
Guests: Tom Ray, Jan Mahoney, Betsy Capizzi from C.A. Palmer Fife and Drum Corp. After giving a brief overview of the group, Tom expressed a need for storage space for uniforms, instruments and file cabinets, as well as rehearsal space. The group is fully insured and would be willing to clean/rearrange any space offered on the PCL premises. After discussion, a motion was made, seconded and unanimously approved to allow C.A. Palmer to use the back building area for storage and to use Library owned spaces for rehearsal, as practicable.
Upon a motion duly made and seconded, the meeting minutes of March 21, 2019 were unanimously approved.
Upon a motion duly made and seconded, the Director's report for March 2019 was unanimously approved.
Upon a motion duly made and seconded, the March 2019 Treasurer's report, including Abstract #4, vouchers 2019-55 to 2019-73, was unanimously approved. Discussion was held concerning the 2018 budget surplus and RACF fund. More discussion will follow.
There was no public comment.
Grants: There was nothing new to report.
Building and Grounds:
1.Patricia reported that the elevator had stopped working due to a power blip. When the back up battery did not respond as expected, a repairman was called. A new battery pack is needed and has been ordered, with the cost to be determined.
2. Patricia also reported issues of crackling noises on the PCL phone line and related fax line issues. Verizon was called and responded, finding the source of the problem to be outside the Library. The problems were corrected at no charge to PCL.
3.Patricia noted that the open space at the front of the new parking lot is larger than expected, and currently has no plan for landscaping/development. Low maintenance landscaping is a must. It was decided that Patricia would contact Wayside and Spring Valley for design proposals. 4.Carolyn reported she had contacted Jack Close to provide an estimate for roof repairs and reroofing. She also reported contacting All-County Construction for an estimate to repair and repave the back parking lot. Other contacts will be made for both of these proposed projects.
5.When emergency repairs were made to the leaking gutters in the rear of the building, it was suggested that more permanent repairs should be made before the next winter. Gary LaBerge has made suggestions for possible gutter fabrication and will pursue this for PCL.
PCL Sub- Committees:
1.2019 Budget Campaign-Carolyn updated the board on the completed FAQs and the Press Release. Patricia and Carolyn have met with Town Supervisor, Ken Miller who is supportive of our budget campaign. Carolyn also noted that petitions for 3 Trustee positions will be available at the Library on June 17, 2019 and must be completed and returned by September 6, 2019. This committee will meet again on April 22, 2019.
2.Policy Committee- Mike reported that work continues, with By-Laws/Charter being the focus. The next meeting will be April 24, 2019.
Items for Discussion/Resolution:
The Board chose Monday, June 3, 2019, 7:00 for the annual Dixie Prittie awards. This year’s honorees will be Judy Herrick and Gary Laberge. The public is invited to the celebration. Carolyn, Mike and Sandy will meet at 10:00 that morning to set up.
After discussion and input from the Treasurer, a motion was made, seconded and unanimously approved to allow the Treasurer to transfer $30,000 from the General Savings to the Building Reserve Fund. Discussion points included the need to earmark sufficient funds in the Building Reserve to cover costs of anticipated roof work and the back parking lot project.
Carolyn noted that the final recommendations from Tom Lauffer need to be addressed ASAP in new policies to be created. (1)Policies written for online banking (2)Written policy for use of funds (3)Investment policy information
Suggestions for potential Trustees will be revisited next month.
Some upcoming events at PCL include classes in yoga, sewing, felting, painting and the Friends next luncheon on May 13, 2019. Please call PCL for more details.
Next meeting-Thursday, May 16, 2019, 6:30 p.m.
Mike Braell for Sandy Goehle