Palmyra Community Library
Monthly Board of Trustees Meeting
August 22, 2019, 6:30 p.m.
Present: Carolyn Bradstreet, Deb Nagle, Sandy Goehle, Courtney Marr, Mike Braell, Shawn Williams, Ian Priestley, Patricia Baynes-Director, Kathy Wooden –Treasurer
Guest: Sheryl LaDelfa
Guest: Ron Kirsop: PLS Executive Director- As Ron has been working with us to prepare for the upcoming Budget Vote, he was checking in with us to see if all is at the ready. He has been copied in on and approved all of our completed “Explaining papers”, noted meetings and public hearings are scheduled and stated we are prepared for the Oct. 15 vote. Ron also said he could be available over the next few weeks, as needed. We thanked him for all of his help and guidance. When asked about the recently announced annual Trustee Education requirement, Ron explained about the 2 hours of annual training (to be accomplished through workshops and webinars) and minimum standards in Technology Training required for all staff, with all training to be tracked on the PCL annual report to the state.
Upon a motion duly made and seconded, the meeting minutes of July 18, 2019 were unanimously approved.
Upon a motion duly made and seconded, the Director's report for July 2019 was unanimously approved.
Upon a motion duly made and seconded, the July 2019 Treasurer’s Report was unanimously approved, including Abstract #8, vouchers 2019-143 – 2019-163 and a report of income and expenses, to date.
There was no public comment.
1.Patricia reported on the process for pursuing a 2020 NYS Library Construction Grant to help with the cost of a new roof. A motion was made, seconded and approved to submit the signed “Assurances: Public Library Construction Grant Program” application.
2.Patricia noted that the 2019 state approved construction grant money has been received and will be used toward the cost of the 2nd floor AC unit.
Building and Grounds:
1.Patricia reported receiving 2 estimates for tree cleanup in the back and a mulberry bush in front from Ontario Tree and George Newsome. After discussion of what was included in each estimate, a motion was made, seconded and unanimously approved to accept George Newsome’s estimate for the needed tree work on PCL premises. This job will be completed during the fall.
2.Patricia has also received estimates from AEY and All County Construction for completion of the front paving project, including raising the area in front of the book drop to make it more easily accessible. After discussion, a motion was made, seconded and unanimously approved to accept All County’s estimate for the final coat to the front parking lot project.
3.Patricia noted that with all of the new, energy saving heating and cooling units installed over the last few years, that routine maintenance would be important to maintain optimal efficiency of all PCL equipment. After discussion, a motion was made, seconded and approved to enter into a yearly maintenance contract with Fleming Heating and Cooling.
4.Carolyn spoke about the need for a maintenance plan for the PCL property, possibly including watering, weeding, landscaping, mowing as well as plowing. Several names were suggested and Carolyn will look into them.
5.Carolyn and Patricia reported that PCL had recently hosted 3 families from Family Promise. The next anticipated use by Family Promise is the 3rd week of December.
6.Carolyn updated the Board on repair to the damaged story walk. She, Patricia and Mike supervised the 4 offenders as they replaced all of the posts that had been pulled out and reposted the story pieces. PCL is grateful to the Palmyra Police and our community for their support.
Policy committee: Mike asked us to look at and prepare to discuss the current Disaster/ Emergency Policy.
Finance Committee: Mike asked for volunteers and a Finance committee was formed, consisting of Mike, Deb, Sandy and Shawn. The first meeting will be Sept. 18 at 6:00.
Vote/Budget Committee: All seems to be in place for the Oct. 15 budget vote.
Items for Discussion/Resolution:
Patricia reported sizeable donations to the Pic Shade memorial,(former PCL board member and Treasurer). Some of the money will be used for landscaping, to include an engraved paver acknowledging Pic’s contributions to PCL.
A discussion of a third Trustee candidate took place.
Patricia and Carolyn will speak to Lions Club, Rotary and Dr. Ike to share budget vote details.
Patricia reported that Lydia is almost finished with a Community Resource Guide, which will be published and put on the PCL website when completed.
Patricia shared that Muffy will be retiring from her position as Adult Program coordinator on Oct. 31. A replacement was suggested and will be pursued.
Mike reported that the annual staff/Board Evaluations are under way, with staff and the Director’s to be completed by the end of September. Ron put all evaluations on line and will collate the results and report back to Board.
Deb talked about possible Eagle Scout projects at PCL by Chris Mitchell.
Patricia spoke about the upcoming Art Show at PCL during Canal Town Days and asked for volunteers to help.
Sandy and Mike spoke about the upcoming Friends Book and Pie Sale and asked for help. Thank you Carolyn and Debbie.
Patricia noted that our Sept. 19 meeting will be Kathy’s last as PCL Treasurer. A brief celebration will take place at the beginning of the Sept. 19 meeting. We are so grateful to Kathy for her many years of dedication to PCL.
Carolyn will contact PLS legal department to get clarification on public library investments.
After discussion, a motion was made, seconded and unanimously approved to appoint Sheryl LaDelfa as PCL Treasurer, effective September 20, 2019, upon resignation of current Treasurer Kathy Wooden.
Upcoming Events at PCL: Please refer to the fall 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, September 19, 2019, 6:30 p.m.