November Minutes

Palmyra Community Library Monthly Board of Trustees Meeting

November 19, 2020, 6:30 p.m. *

*Due to NYS mandated Covid guidelines, this Board meeting was virtual. Written minutes, as well as a digital record have been created.

Present: Debbie Nagle, Sandy Goehle, Mike Braell, Ian Priestley, Chris Ossont, Sarah Wimer, Sheryl LaDelfa-Treasurer, Patricia Baynes, Director Excused: Sharon Sweeney

At 6:30 a motion was made, seconded and unanimously approved to move into Executive Session to discuss the Director’s annual evaluation. At 6:40 a motion was made, seconded and unanimously approved to exit Executive Session.


Reports:

Meeting Minutes:

Upon a motion duly made and seconded, the amended meeting minutes of October 15, 2020 were unanimously approved.

Director's Report:.

Upon a motion duly made and seconded, the Director’s report for October 2020 was unanimously approved.

Treasurer's Report:

Upon a motion duly made and seconded, the October 2020 Treasurer’s Report was unanimously approved, including Abstract #11, vouchers 2020-175- 2020-188. Sheryl also spoke about several bookkeeping issues including the possibility of owing additional money to the accountants for preparation of the 2019 income tax return, some items on the financial report listed incorrectly, and an outstanding amount due on the retirement bill. All will be addressed as we move forward.


Public Comment: There was no public comment.


Committees:

Grants:

1.There was nothing reported.

Policy Committee:

1.No recent meetings held, but moving toward completion of all policy reviews/revisions projected for Jan. 1, 2021.

Finance Committee:

1. Minutes of the October and November meetings were previously shared digitally. A final draft of a PCL Investment Policy was shared with the Board, to review for a December vote. The next meeting will be at PCL, 6:00, Dec. 9, 2020.

Personnel Committee:

1.Mike shared that the staff feedback survey is due November 30.,(Sandy will pick up and collate, prepare for the Board) and the Board’s self evaluation is online(see Mike’s link) and is also due Nov. 30.


Buildings and grounds:

1.Nothing new to report.


Items for Discussion/Resolution:

  • Patricia had the opportunity to respond to her evaluation, saying this had been the most difficult of all her years as Director, that the health and safety of staff and patrons remains an ongoing concern during these Covid times.

  • Sarah has taken her oath of office and had it notarized, Mike will get his notarized soon.

  • Mike shared the final draft of a PCL Investment policy and answered questions. The Board will review and prepare for a December vote.

  • Patricia shared Betsy Lewis’s retirement letter. After discussion of her using up all accrued vacation days and her December work schedule, a motion was made, seconded and unanimously approved to accept Betsy’s retirement letter, effective Dec. 30, 2020. After further discussion, a motion was made, seconded and unanimously approved to hire Allison as the new Adult Program co-ordinator, effective Dec. 31, 2020.

  • Patricia and Mike led a discussion of changes to the proposed staff raises and salaries in the upcoming budget year. A motion was made and seconded to change several staff raises and make these salaries effective Nov. 23, 2020. The motion was passed 5-1, with Debbie, Sandy, Ian, Chris and Sarah voting yes, Mike voting no.(Mike stated his objection was to the last minute pay rate increases not having been submitted for consideration prior to the Board meeting.) Sheryl will incorporate the new numbers into the proposed 2021 PCL Budget, and provide copies to the Board with the intention of a December vote.

  • Patricia discussed surging Covid numbers and the possibility of a second shut down. A “Red micro cluster” designation would reduce PCL functions to curbside pickup only, with just 1 staff member inside the Library at a time. She also reminded us that no more than 10 people can be in the Library at a time under current guidelines, so Board meetings will continue to be virtual.

  • As Minimum Standards take effect January 1, 2021, the Board would like to post them on the PCL website. Further discussion to follow at December meeting, with Patricia planning to send them to Diane for posting by the end of December. The Board agreed the 2021 PCL Budget should also be posted to the website.

  • The Finance committee recommended that $10,000 from the Memorial Fund be withdrawn and added to the 2021 budget, to be earmarked for audio and e books. After further discussion, a motion was made, seconded and unanimously approved to amend the 2021 Budget draft to reflect that withdrawal and to cover the early raises that become effective Nov. 23, 2020.

  • Sandy will write Christmas cards to all staff from the Board, expressing our appreciation for all they’ve done to get PCL through these challenging times and explaining the early raise.Upcoming Events at PCL: Covid-19 update: Visit our website to see all that is 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)

  • Completed- Creation of a Community Resource Guide with current information about local services and organizations, in print and digital formats.(Oct. 2019)

  • Completed-the front parking area, including paving and striping, lighting, landscaping and adding a drive up book return. (July 2020)

On deck for 2020 completion:

1.Install interior signage as guides to the Library collection and all various areas of the building. (2020)*Other suggestions for long range goals included updates to PCL security cameras, Community Science- STEM in the Library, roofing, updates to the Loan Closet.

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

Next meeting-Thursday, December 17, 2020, 6:30 p.m., virtually.

Respectfully submitted,

Sandy Goehle

Sweeney

At 6:30 a motion was made, seconded and unanimously approved to move into Executive Session to discuss the Director’s annual evaluation. At 6:40 a motion was made, seconded and unanimously approved to exit Executive Session.


Reports:

Meeting Minutes:

Upon a motion duly made and seconded, the amended meeting minutes of October 15, 2020 were unanimously approved.

Director's Report:.

Upon a motion duly made and seconded, the Director’s report for October 2020 was unanimously approved.

Treasurer's Report:

Upon a motion duly made and seconded, the October 2020 Treasurer’s Report was unanimously approved, including Abstract #11, vouchers 2020-175- 2020-188. Sheryl also spoke about several bookkeeping issues including the possibility of owing additional income tax, some items on the financial report listed incorrectly, and an outstanding amount due on the retirement bill. All will be addressed as we move forward.


Public Comment: There was no public comment.


Committees:

Grants:

1.There was nothing reported.

Policy Committee:

1.No recent meetings held, but moving toward completion of all policy reviews/revisions projected for Jan. 1, 2021.

Finance Committee:

1. Minutes of the October and November meetings were previously shared digitally. A final draft of a PCL Investment Policy was shared with the Board, to review for a December vote. The next meeting will be at PCL, 6:00, Dec. 9, 2020.

Personnel Committee:

1.Mike shared that the staff evaluation of the Director is due November 30.,(Sandy will pick up and collate, prepare for the Board) and the Board’s self evaluation is online(see Mike’s link) and is also due Nov. 30.


Buildings and grounds:

1.Nothing new to report.


Items for Discussion/Resolution:

  • Patricia had the opportunity to respond to her evaluation, saying this had been the most difficult of all her years as Director, that the health and safety of staff and patrons remains an ongoing concern during these Covid times.

  • Sarah has taken her oath of office and had it notarized, Mike will get his notarized soon.

  • Mike shared the final draft of a PCL Investment policy and answered questions. The Board will review and prepare for a December vote.

  • Patricia shared Betsy Lewis’s retirement letter. After discussion of her using up all accrued vacation days and her December work schedule, a motion was made, seconded and unanimously approved to accept Betsy’s retirement letter, effective Dec. 30, 2020. After further discussion, a motion was made, seconded and unanimously approved to hire Allison as the new Adult Program co-ordinator, effective Dec. 31, 2020.

  • Patricia and Mike led a discussion of changes to the proposed staff raises and salaries in the upcoming budget year. A motion was made and seconded to change several staff raises and make these salaries effective Nov. 23, 2020. The motion was passed 5-1, with Debbie, Sandy, Ian, Chris and Sarah voting yes, Mike voting no. Sheryl will incorporate the new numbers into the proposed 2021 PCL Budget, and provide copies to the Board with the intention of a December vote.

  • Patricia discussed surging Covid numbers and the possibility of a second shut down. A “Red micro cluster” designation would reduce PCL functions to curbside pickup only, with just 1 staff member inside the Library at a time. She also reminded us that no more than 10 people can be in the Library at a time under current guidelines, so Board meetings will continue to be virtual.

  • As Minimum Standards take effect January 1, 2021, the Board would like to post them on the PCL website. Further discussion to follow at December meeting, with Patricia planning to send them to Diane for posting by the end of December. The Board agreed the 2021 PCL Budget should also be posted to the website.

  • The Finance committee recommended that $10,000 from the Memorial Fund be withdrawn and added to the 2021 budget, to be earmarked for audio and e books. After further discussion, a motion was made, seconded and unanimously approved to amend the 2021 Budget draft to reflect that withdrawal and to cover the early raises that become effective Nov. 23, 2020.

  • Sandy will write Christmas cards to all staff from the Board, expressing our appreciation for all they’ve done to get PCL through these challenging times and explaining the early raise.

Upcoming Events at PCL: Covid-19 update: Visit our website to see all that is 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)

  • Completed- Creation of a Community Resource Guide with current information about local services and organizations, in print and digital formats.(Oct. 2019)

  • Completed-the front parking area, including paving and striping, lighting, landscaping and adding a drive up book return. (July 2020)

On deck for 2020 completion:

1.Install interior signage as guides to the Library collection and all various areas of the building. (2020)*Other suggestions for long range goals included updates to PCL security cameras, Community Science- STEM in the Library, roofing, updates to the Loan Closet.

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

Next meeting-Thursday, December 17, 2020, 6:30 p.m., virtually.

Respectfully submitted,

Sandy Goehle


PALMYRA COMMUNITY LIBRARY'S 

BOARD MEETINGS

Board meetings are held the 3rd Thursday of every month at 402 East Main Street at 6:30PM. The public is welcome to attend.  

BOARD OF TRUSTEES 2016

President:
Carolyn Bradstreet 
V.President:
Deborah Nagle
Secretary:
Jenifer Smyth
Treasurer:
Kathy Wooden
Alicia Lynch
Sandy Goehle
​Courtney Marr

Recent Posts
Archive

    PALMYRA COMMUNITY LIBRARY   

    2021