June Minutes

Palmyra Community Library

Monthly Board of Trustees Meeting


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


Meeting Minutes:

Upon a motion duly made and seconded, the meeting minutes of May 16, 2019 were unanimously approved.

Director's Report:

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

Treasurer's Report:

Upon a motion duly made and seconded, the May 2019 Treasurer’s Report was unanimously approved, including Abstract #6, vouchers 2019-95 – 2019-121 and a report of income and expenses, to date. Kathy also announced she would be leaving the position of PCL Treasurer in October.

Public Comment:

There was no public comment.


Grants: Patricia reported she had submitted an “Intent to Apply” for a 2020 NYS Library construction grant, to be used toward a future roofing project.

Building and Grounds:

1.Patricia shared an updated estimate and plan from Wayside for the area at the front of the parking lot. After discussion, the Board unanimously approved the expenditure of memorial funds for the Wayside plan.

2.Carolyn reported that no date has been set for All County Construction to complete the top coat paving of the front parking lot.

3.Carolyn also reported receiving an estimate from AEY for the paving of the back parking lot, with other estimates being sought. The Board has tentatively earmarked reserve funds for this project.

4.Patricia reported on a large broken branch in the back parking area. Gary LaBerge will talk to the village/town to see if they might be able to remove it.

5.Patricia shared that Gary LaBerge had taken pictures of the needed gutter repair and would be passing them along to the man fabricating the custom gutter.

6.Noting that the exterior trim of the PCL will need scraping and repainting in the near future, Patricia has obtained an estimate from Larry Harloff. The Board agreed to earmark reserve funds for this project 7. Patricia brought up the need for window blinds for the 1st and 3rd floor stairway windows on the east side of the building. This will further support the newly installed cooling units. After discussion the Board unanimously approved the expenditure of not more than $5,000 from reserve funds, be paid to Wooden Upholstery to create shades for the effected east side windows.

8. Patricia reported speaking with Jim Van Laeken of Spring Valley about the removal of the continuing Knotweed growth around the back parking area. This would be necessary before the story walk area is resurfaced. The Board authorized payment for 2 trips of pesticide treatments.

9.Carolyn announced that Thursday, July 18, LDS volunteers will be working from 1:30-4:30 on the PCL grounds. Any other helpers are welcome. Tools and wheel barrows can be dropped off at the Library on Wednesday.

10.Patricia noted Joe Bruno of NYSEG’s Energy Saver’s Program contacted her regarding updated replacement bulbs available for 24, 1st and 2nd floor fixtures. The Board unanimously approved the expenditure from Building Maintenance funds, to cover the cost.

11.Patricia shared a report on Monetary Library Fines being an economic barrier to wider usage of the Library. A movement is underway to go “Fine Free”. Stay tuned.

Policy Committee:

On behalf of the committee, Mike provided and discussed the Whistleblower Policy. A motion was made, seconded and unanimously approved to accept the Whistleblower Policy as written. Mike had been in contact with Ron Kirsop who has agreed to help us digitalize the evaluation process, which will maintain anonymity. It is hoped to have the Director’s Evaluation finalized and approved. Patricia shared a new NYS “No Smoking” law that applies to Libraries. With that in mind, the committee shared the updated PCL Tobacco Use Policy. The Board unanimously approved it.

Vote/Budget Committee:

The committee updated the Board on the final Public Session Q and As. Mike and Sandy will develop an index to streamline accessibility to specific questions/topics. Carolyn agreed to make suggested changes to the final draft of Fund Balances.

Items for Discussion/Resolution:

  • Mary Hartstein will attend the July Board meeting to discuss RACF money and investment.

  • A discussion of possible Trustee candidates took place.

  • Mike requested a final copy of the PCL full audit.

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, July 18, 2019, 6:30 p.m.

Respectfully submitted,

Sandy Goehle