May Minutes

Palmyra Community Library

Monthly Board of Trustees Meeting

Present: Carolyn Bradstreet, Deb Nagle, Sandy Goehle, Courtney Marr, Mike Braell, Shawn Williams, Ian Priestley, Patricia Baynes-Director, Kathy Wooden –Treasurer


Meeting Minutes:

Upon a motion duly made and seconded, the meeting minutes of April 18, 2019 were unanimously approved.

Director's Report:

Upon a motion duly made and seconded, the Director's report for April 2019 was unanimously approved.

Treasurer's Report:

Upon a motion duly made and seconded, the April 2019 Treasurer’s Report was unanimously approved, including Abstract #5, vouchers 2019-74 – 2019-94. Kathy also provided a RACF report and a report of income and expenses, to date. Kathy reported that Dennis Hayes, CPA had completed the PCL 2018 Exempt Organization Form 990.

Public Comment:

There was no public comment.


Grants: The Board is exploring the possibility of applying for a NYS Library Construction grant to help with a future roofing project.

Building and Grounds:

1.Patricia shared estimates and plans from Wayside and Spring Valley for the area at the front of the parking lot. Plans included plantings, lighting and benches. The Board will consider both estimates and revisit the issue next month.

2.Carolyn reported the front parking lot is ready for the top coat. No date has been set for All County Construction to complete this project.

3.Carolyn also reported receiving an estimate from Jack Close for a roof replacement at some point in the near future. The current roof has had some leaks but should be replaced in 1-5 years. The Board agreed to earmark reserve funds toward this project.

4. Dave Peck’s contract for mowing during summer/fall 2019 was unanimously approved.

5.Patricia brought up the second floor air conditioning project. As the cost of this project will be covered by an already approved NYS Library Construction grant that won’t be received until August 2019, the Board discussed using current capital reserves to do the project now, before the summer heat begins and replace those reserves when the grant is received. A motion was made, seconded and unanimously approved to fund the project now. Patricia will set up a date to replace the 2nd floor air conditioning unit as soon as possible.

6.Carolyn reported receiving several estimates for repaving the back parking lot. As our parking area borders parking areas belonging to Modern Coating and the motorcycle club, they may be included in the project. After discussion, a motion was made, seconded and unanimously approved to accept Champion Asphalt’s estimate to fill potholes and repave the back parking lot and to seal the lot by the story walk. Building Reserve funds will be earmarked for this project.

7. Patricia contacted Gary LaBerge who knows a person who may be able to fabricate a gutter needed for the section on the rear of the building which was recently leaking and was repaired.

8. Patricia brought up the need for exterior paint, at some time in the near future. She will seek some estimates.

Policy Committee:

The committee provided the amended and updated By Laws and Charter to the Board. A motion was made, seconded and unanimously approved to accept these updates. Mike suggested, and all agreed, that all updated policies should be added to the PCL website for public access.

Vote/Budget Committee:

The committee updated the Board on their continuing work with “Explaining Papers”, including Explanation of Fund Balances and Public Session Q and As. Work will continue at the next committee meeting.

Items for Discussion/Resolution:

  • After discussion, a motion was made, seconded and unanimously approved to affirm a Tax Cap Override Resolution. “Resolved that the Board of Trustees of PCL voted and approved to exceed the tax levy limit for 2020 by at least 60% of the Board, as required by NYS law, on 5/16/19.”

  • Patricia reported that CA Palmer Fife and Drum Corp have declined to use the PCL premises for storage of their instruments.

  • Patricia discussed preparations for the upcoming Dixie Prittie Awards to be held on June 3, at 7:00, honoring Gary LaBerg and Judy Herrick. Carolyn, Mike and Sandy will meet at 10:00 that morning for set up.

  • Mike presented information/clarification on Enabling Legislation and its implications for PCL. Carolyn will check with PLS lawyer on our status as it relates to investment of funds. Mike also spoke about Wayne County’s Workforce Development.

  • Patricia spoke on summer employment for a (PIG) student, Olivia Cotterman, to do weeding and landscaping through August, to be paid minimum wage for 5 hours /week (from handyman funds).

Upcoming Events at PCL: Please refer to the spring/summer newsletter, PCL website or call the Library to check out all that’s going on.

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.(July 2018)

  • Completed - back steps repair/improvement project.(Oct. 2018)

  • Completed- external audit of PCL finances (Dec. 2018)

  • Completed-Send Library news through monthly digital newsletters and e mail to increase public access to Library info (Dec. 2018)

On deck for 2019 completion:

1.Install interior signage as guides to the Library collection and all various areas of the building.

2.Complete the front parking area, including, paving, lighting, landscaping and adding a drive –up book return.

3.Create a Palmyra Community Resource guide with current information about local services and organizations to be available in print and digital formats. Discussion with staff begun June 2019.

A motion was made, seconded and unanimously approved to adjourn.

Next meeting-Thursday, June 20, 2019, 6:30 p.m.

Respectfully submitted,

Sandy Goehle