Warsaw Public Library

Minutes

Warsaw Public Library 130 North Main St., Warsaw, NY 14569 Board of Trustees Tuesday, May 9, 2017

Minutes of April 11 on file at Warsaw Public Library. 

The Tuesday, May 9, meeting of the Warsaw Public Library Board of Trustees was called to order by President Travis Jones at 6:10 pm.  Present were Trustees: Travis Jones, Janice Kelsey, Lynda Wick, Sally Smith, Susannah Heubusch, and Library Director: Lisa Gricius.  Absent was Warsaw Town Board Liaison: Shani Jones.

Secretary’s Report:

A motion was made by Janice Kelsey and seconded by Lynda Wick to approve the minutes of the April 11, 2017 with the addition of the following.

  1. I) The Director contacted Hardin Plumbing, Heating and Air Conditioning to approve last month’s estimate for future repair and requested they evaluate the condition and maintenance needs of the air conditioning unit.

2) Steve Swait from Northwood Restoration came to the library to evaluate our windows for construction grant and SHPO purposes.  Travis Jones attended the meeting and can update the board.  Steve stated that our windows are in very good condition for the age of the building.  He will complete a comprehensive estimate that includes such measures to improve storm/screen functionality, improve energy efficiency, and appearance both externally and internally.  http://northwoodrestoration.com/

3) The 2017 Construction Grant Intent to Apply form is due May 24, 2017 to PLS.  We will review this at our May Board meeting.  For information go to http://pls-net.org/constructiongrant

4)  Unfinished/Will complete as part of a construction grant in the summer of 2017:  DJ Beardsley & Sons Electricians completed a review of the wiring in the building.  They provided us with a report and quote to replace older wiring where needed.

5)  In the April minutes where it says Steve Swait returned to look at the windows the last sentence should read  “We hope they will be covered by a grant, and intend to submit Grant Application by May 24, 2017.

Ayes: 5             Noes:   0          Motion Carried

Correspondence:  None

Town Liaison Report:   None

Finance:

A motion was made by Susannah Heubusch to approve audited vouchers #72- #91 for $7850.30.  Motion was seconded by Sally Smith.

Ayes:  5            Noes:  0           Motion Carrie

Shani Jones arrived at 6:20 pm.

 Maintenance/Repairs:

1)  Harding Plumbing, Heating and Air Conditioning evaluated the condition and maintenance needs of the air conditioning unit.  It is not recommended that they be replaced at this time as they are functional.  However, there are leaks in the current system that will require maintenance.  They will return to make these repairs as the warmer weather approaches.  They had to shut down 1 boiler as it was not functioning properly due to an incorrect motor which was previously installed and not designed properly for our unit.   They will return to complete this repair and installation.

2) Steve Swait from Northwood Restoration came to the library to evaluate our windows for construction grant and SHPO purposes.  Estimate/Options are attached.  If Grant is approved the grant can cover up to 75% of the cost.  Intent to apply can be made and the work will not have to start until after we are sure that the Grant has been approved.

3) The 2017 Construction Grant Intent to Apply form is due May 25, 2017 at PLS.  At the current time the rewiring project and the window restoration are eligible projects.

4) Cuyler Slocum performed fire prevention and building code Fire Inspection Report.  He found two deficient emergency lights: one by the Main Street window and one near the computers.  The Library will need to replace the battery or the units.

 Unfinished Business:  none to report

New Business:

It was brought to the Boards attention that some of the shrubbery around the building was looking pretty ragged with dead and dying bushes.  A motion was made by Susannah Heubusch and seconded by Sally Smith that the unsightly bushes be removed and the area replanted with grass for easier maintenance.

Ayes:  5            Noes:  0           Motion carried

 Directors Report & Children Services Report: 

Directors Report is included in the minutes and the Children’s Services Report is attached.

A motion was made by Susannah Heubusch to adjourn the meeting.

Meeting adjourned at 6:55 pm.

Next meeting will be on June 13, 2017 at 6:00 pm

Warsaw Public Library Board of Trustees Tuesday, March 21, 2017

President Travis Jones called the Tuesday, March 21, 2017 meeting of the Warsaw Public Library Board of Trustees to order at 6:00 pm.   Present were trustees:  Travis Jones, Lynda Wick, Janice Kelsey, Sally Smith, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board liaison: Shani Jones.

Janice Kelsey made a motion seconded by Lynda Wick to waive the reading of the Tuesday, February 14, 2017 minutes and to accept the minutes as written. Ayes:  5            Noes:   0          Motion Carried

There was no Town Liaison report.

There was no correspondence.

Finance:

Susannah Heubusch made a motion seconded by Travis Jones to approve the audited vouchers #34 – #53 for #6683.85.

Ayes:  5            Noes:  0           Motion Carried

The Director will forward the School Levy Request, signed by Board President Travis Jones and Library Director Lisa Gricius, to the Warsaw Central School business office.  This refers to the approved Resolution No. 16-06 11/8/2016 for $38950.00.

After board members reviewed the Annual Report for Public and Association Libraries – 2016 a motion was made by Travis Jones to accept said report.  Susannah Heubusch seconded the motion.

Ayes:  5            Noes:  0           Motion Carried

Personnel:

A letter of resignation was received from Halle Cook.   At this time the Director does not plan on replacing her as she feels the existing staff and can cover the hours.

New Business:

Two bids were received for the lawn care and landscape maintenance for the 2017 season.  Travis Jones recused himself from the discussion as he is related to one of the bidders.  After looking over both bids and discussing the merits of each bid the Board decided to accept the bid of Shani Jones.  Although her bid was higher the board felt that her bid was more comprehensive and included everything the bid requested, whereas the scope of the other bid did not.  Sally Smith made a motion to accept Shani Jones bid and was seconded by Susannah Heubusch.

Ayes:  4            Noes:  0           Abstain:  Travis Jones              Motion Carried

Maintenance/Repairs:

Shane Harding from Harding Plumbing, Heating and Air Conditioning has repaired the boiler pipe that was shut off in the picture book section due to a leak.  Harding also provided inspection/maintenance of the system and found several repairs that are necessary.  They will return and provide the maintenance over the next several months.  The bill for the current repair is $927.53.  They provided an estimate for future repairs at $2180.00.

Susannah Heubusch made a motion that we have Harding’s do the estimated repairs before they became a problem.   Motion was seconded by Lynda Wick.

Ayes:  5            Noes:  0           Motion Carried

The boiler is getting old, but is in good condition.  Though nothing needs to be done at this time it should be kept in mind that funds will be needed in the future should something go wrong.   The same holds true for the air conditioning.

Director submitted a request to SHPO to review the windows for future replacement/repair purposes. ( Re-glaze and repair windows is required, prep and paint window frames and sashes and removing excess paint on windows. Possible storm windows and screens).   At this time SHPO will not approve the replacing of the windows.  Steve Swait from Northwood Restoration is coming in next week to help us better understand what can be done to repair/maintain the windows to improve energy efficiency within the SHPO guidelines.

Maintenance/repairs were completed to the sprinkler system.

DJ Beardsley and Sons Electricians completed a review of the wiring in the building.  They provided us with a report and quote to replace older wiring where needed.  This will be part of the Construction Grant in the summer of 2017.

Unfinished Business:

Ron from System is willing to come in and help us with formulation a new Long Range Plan.

Directors and Children Services Report:

Directors Report is incorporated in the minutes and Children Services Report is included in packet.

Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at 7:15 pm.

Next meeting is Tuesday, April 11, 2017

Warsaw Public Library Board of Directors Tuesday, February 14, 2017

The Tuesday, February 14, 2017 meeting of the Warsaw Public Library Board of Directors was called to order by President Travis Jones at 6:05 pm.  Present were trustees:  Travis Jones, Janice Kelsey, Lynda Wick, Sally Smith, Susannah Heubusch, Library Director:  Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.

A motion was made by Janice Kelsey and seconded by Travis Jones to accept the Tuesday, January 10, 2017 minutes provided a change in the wording of a sentence is made.  The sentence “The Director will provide Sue with the proper documentation needed to close out the grant and to receive final funding.”  Should read “Sue will provide the Director with the proper documentation”.

Ayes:  5            Noes: 0            Motion Carried:

Correspondence:   None

Town Liaison Report:  Nothing to report.  Made comment that the property taxes have been coming in earlier than usual.

Finance:   Lynda Wick made a motion that the audited vouchers #12 – #33 in the amount of $7549.21 be approved.  Susannah Heubusch seconded motion.

Ayes:  5            Noes:  0           Motion Carried

New Business:  The proposed slate of officers for 2017 are President:  Travis Jones,  Vice President:  Janice Kelsey,  Secretary:  Susannah Heubusch.   As there were no further nominations for any of the offices the secretary cast one ballet for Travis Jones, President.

Secretary cast one ballet for Janice Kelsey, Vice President.   Secretary cast one ballet for Susannah Heubusch, Secretary.

Maintenance/Repairs:

Shane Harding from Harding Plumbing, Heating and Air Conditioning has ordered a replacement part for the boiler pipe that is currently shut off in the picture book section due to a leak.  The part is scheduled to ship 2/24.  When Harding’s receives this part, they will schedule the repair.

DJ Beardsley and Sons Electricians completed a review of the wiring on the building.  They provide a report and a quote to replace older wiring where needed.  A decision will have to be made in the near future as to whether we pay for the upgrade or can roll the upgrade into a construction grant.  Further discussion was tabled for the time being.

Director submitted a request to SHPO to review the windows for future replacement purposes.

It was decided to put out a bid for lawn care services.

It was decided it was not necessary to have a lock box for the elevator key.  It should be located out of public view but easily accessible to staff.  This should also be included in the Emergency Plan.

Unfinished Business:  There was no unfinished business

Director’s and Children’s Services Report:  Children’s report enclosed in packet.  Directors Report incorporated into agenda.

Susannah Heubusch made a motion to adjourn the meeting.  Meeting adjourned at 6:55 pm.

Next meeting Tuesday, March 14, 2017 at 6:00 pm.

Warsaw Public Library Board of Trustees Tuesday, January 10, 2017

The Tuesday, January 10, 2017 meeting of the Warsaw Public Library was called to order by Vice- President Travis Jones at 6:05 pm.  Present were Trustees:   Janice Kelsey, Lynda Wick, Travis Jones, Susannah Heubusch, Library Director:  Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.  New Trustees Janice Kelsey and Sally Smith replace outgoing Trustees Suzanne Aldinger and Margaret Zeches.  Absent was Trustee:  Sally Smith.

Lynda Wick made a motion to approve the December minutes with a correction of the date from December 15 to December 13. Motion was seconded by Janice Kelsey.

Ayes:  4            Noes:  0           Absent: Sally Smith     Motion Carried

Correspondence:

A letter was received from the Wyoming County Arts Council and the grant that had been awarded to the Library had increased from $1200.00 to $1600.00.

A patron had contacted the Superintendent of Public Works, Shane Evans, about the parking situation at the Library.   After a short discussion the board came to the conclusion that there wasn’t much that could be changed with the parking.

Town Liaison Report:

Nothing to report.

Finance:

Susannah Heubusch made a motion to approve audited vouchers #246-249 & #1-11 for  $7216.05. Motion was seconded by Lynda Wick.

Ayes:  4                Noes:  0                Absent:  Sally Smith        Motion Carried

Maintenance/Repairs:

 T&D returned with a parts representative for assistance in obtaining a replacement part for the boiler pipe that is currently shut off due to a leak.   The representative couldn’t be sure the part he thought would work would.   T&D did not want to go further with the repairs and requested we follow up with the company who installed the HVAC system in 2003.  As the company is located out of Webster and it is costly for us to have them come to Warsaw a motion was made by  Susannah Heubusch and, seconded by Travis Jones that Harding’s Heating  and Plumbing in Perry be contacted about the problem.

Ayes: 4                 Noes:  0                Absent:  Sally Smith        Motion Carried

The front door has been repaired.   Suzanne Aldinger will continue coordinating the grant that the funds for this project were obtained from if the current board has no objection.   Sue will provide Director  with the proper documentation needed to close out the grant and to receive final funding.

Sprinkler system deficiencies discovered during recent inspection include:  Per NFPA Code #25 all sprinkler systems are required to have internal pipe exams every five years.  As this has not been done, and is required, the director approved this work, along with replacement of sprinkler system gauges which are also required to be replaced every five years.  Once this work is completed the system will be up to code.

There was a discussion on outlining other matters that need or would need attention in the future and assigning priority to the tasks.  The knob and tube wiring definitely needs to be looked into.  It was also suggested that SHPO be contacted to find out what materials would need to be used in any future renovations to the windows.

Sally Smith arrived at 6:35

New Business:

A slate of officers was presented and will be voted on at the February 14, 2017 meeting.  Proposed slate is   President:  Travis Jones, Vice President:  Janice Kelsey and Secretary:  Susannah Heubusch.

 Friends Liaison:    As two of the Library Staff are members of the Friends of the Library it was decided that it was not necessary to appoint a liaison from the board.

Unfinished Business:

Susannah Heubusch made a motion that after making a couple of minor changes the Warsaw Public Library Emergency/Disaster Plan Resolution No. 17-1 be approved.   Motion was seconded by Travis Jones.

Ayes:  5                Noes:  0                Motion Carried

Members signed a Conflict of Interest Statement.

 Directors Report:  Incorporated into the agenda

Children’s Services Report:  Enclosed in Trustees packet

Next meeting of the Board of Trustees will be on February 14, 2017 at 6:00 pm.

Susannah Heubusch made a motion that the meeting be adjourned.

Meeting adjourned at 7:05 pm.

Warsaw Public Library Board of Trustees : Minutes of Tuesday, December 15, 2016

The Tuesday, December 13, 2016 meeting of the Board of Trustees was called to order by President Suzanne Aldinger at 5:57 pm.  Present were Trustees:  Suzanne Aldinger, Margaret Zeches, Travis Jones, Lynda Wick, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board Liaison:  Shani Jones.  Also present were: Janice Kelsey and Sally Smith.

A motion was made by Travis Jones to accept the Tuesday, November 8, 2016 minutes with the attachment  of Resolution No. 16-06 “Warsaw Public Library School District Vote Tax Cap Override for Adopted 2017 Budget”.  Motion was seconded by Lynda Wick.

Ayes:  5            Noes:  0           Motion Carried

Correspondence:

  1. The Conable Foundation approved request for $2000.00 for purchase of Large Print Audio books. Check has been received but will not be cashed until after the first of the year.
  2. ACWC recommended and approved $1200.00 in funding from the community arts grant program. This is a $400.00 reduction from the original request.
  3. There was an update from Lauren Moore on FLSA changes. The Federal has halted any changes for the time being.  However, the state has made no changes.

Town Liaison Report:  No report

Finance:

Margaret Zeches made a motion that audited vouchers #221-#245 for $14608.91 be approved.  Motion was seconded by Susannah Heubusch.

Ayes:  5            Noes:  0           Motion Carried

Susannah Heubusch made a motion seconded by Margaret Zeches that we adopt 2017 Library Budget- Resolution No. 16-7.

Ayes:  5            Noes:  0           Motion Carried

Maintenance/Repairs:

  1. Tyco Simplex Grinnell completed the installation of the new fire panel November 28-30, 2016.
  2. The fire panel, system and peripherals, as well as the sprinkler system were inspected at this time. Reports are on file.
  3. A boiler leak occurred in the children’s area which required T&D Plumbing to shut off the water to that area while determining if a part can be located. T&D has not returned to complete the repair and the area of the leak is still shut off.  Despite multiple calls they have not returned to repair the damage nor have they returned any calls.  Travis Jones said he would try and get some response.
  4. The front door is still out of commission and patrons are using the side entrance. Calls have been made by the Director as well as a Trustee.  Robbs state they are still awaiting parts.  They have contacted the manufacturer and it should be no more than three weeks before they have the parts.
  5. Doberman Construction (Joe Bailey) will provide the shoveling services this winter following the contract set forth by Christie’s. Director Lisa Gricius has received a contract from Doberman Construction for the 2017 season.  She states that she has been pleased with his services at this point.

Unfinished Business:

The adoption of the Warsaw Public Library Emergency/Disaster Plan Resolution No. 16-08 has been tabled pending some additions.  Included should be the location to the shut off valve to the sprinkler system should there be a malfunction.  An emergency key for access to elevator should be located outside the elevator where it can be found it in case of emergency.  Although there is an automatic system for Fire notification someone should still call 911 if it is safe to do so.

 Director’s and Children’s Services Reports: 

 Children’s is enclosed in Trustees Packet and Director’s report is incorporated into the agenda.

Susannah Heubusch made a motion to adjourn the meeting.

Meeting was adjourned at 6:45 pm.

Following the meeting was an informal gathering, with cake, to thank retiring Board Members Suzanne Aldinger and Margaret Zeches for their service on the board

As the Board does not usually meet in January a special meeting has been called for January 10, 2017 at 6:00 pm.  The meeting will welcome the two new Board members Janice Kelsey and Sally Smith who will be replacing retiring members Suzanne Aldinger and Margaret Zeches.  Election of Officers will be held at that time.

Warsaw Public Library Board of Trustees: Minutes for  Tuesday, November 8, 2016

The Tuesday, November 8, 2016 Board of Trustees meeting was called to order at 6:05 pm by Vice President, Travis Jones.  Present were Trustees:  Travis Jones, Lynda Wick, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.  Absent were Trustees:  Margaret Zeches and Suzanne Aldinger.

Secretary’s Report:

Susannah Heubusch made a motion that Resolution No. 16-05, Warsaw Public Library Internal/Financial Policy be added to the minutes, but that the reading of said minutes be waived.  Motion seconded by Lynda Wick

Ayes:  3           Noes:  0           Absent: Margaret Zeches, Suzanne Aldinger

Motion Carried

Correspondence:

A thank you letter was received from Project Read who Lisa Gricius and Mary Conable had nominated for the Pioneer Library Systems’ Community Impact Award.  They were presented with the award at the Annual Luncheon.

A grant was received for the “1000 Books before kindergarten Initiative Program”

Town Liaison Report:

Shani Jones reported that the budget had passed.

Finance:

Susannah Heubusch made a motion seconded by Travis Jones that the audited vouchers #203-#220 for $3944.83 be accepted.

Ayes:  3           Noes:  0           Absent:  Margaret Zeches, Suzanne Aldinger

Motion Carried

A motion was made by Susannah Heubusch and seconded by Travis Jones that we approve the 2017 School Budget Vote Request – Resolution No. 16-06.

Ayes:  3           Noes:  0           Absent:  Margaret Zeches, Suzanne Aldinger

Motion Carried:

The Review of the 2017 Budget for approval is tabled until the December 13, 2016 meeting.

 New Business:

Christie will no longer be doing the snow removal and we need to find another alternative.

The Ella Crosset sign in front of the Library is getting shabby looking.  Would like to find out who is responsible for its upkeep and maybe get it refurbished.

Questions have arisen as to why the bathroom needs to be locked and patrons have to come to the desk and request the key.  After some discussion it was left to the discretion of the Library Director whether to keep it locked or not.

 Maintenance/Repairs:

Tyco Simplex Ginnell will install the new fire panel at 8:00 am on Monday, November 28, 2016

A boiler leak occurred in the children’s area.  T & D Plumbing/Heating came in and shut water to that area off.  They are having problems locating a replacement part.  It was suggested if they cannot find a replacement that a photo of said part be taken and emailed to the company that installed the system to see if they could help.   In the meantime Warren’s Carpet Cleaning was called to make sure the carpet was properly cleaned so that the risk of mold would be reduced.

ALPS has informed us that we still need a third party for the elevator inspection.

The front door will not close properly.  It has been locked and patrons directed to use the side entrance while awaiting repairs.  Robbs was called the week of 10/17/2016 and they are waiting for parts.

Unfinished Business:

Review of the Disaster/Emergency Plan presented at the October 11, 2016 meeting has been tabled until the December 13, 2016 meeting.

 Director’s Report and Children’s Services Report:

Children’s Services is enclosed in packet and the Director’s Report is incorporated into the agenda.

Next meeting Tuesday, December 13, 2016 at 6:00 pm

Susannah Heubusch made a motion to adjourn the meeting

Meeting adjourned at 7:00 pm

Warsaw Public Library Board of Trustees 

Tuesday, October 11, 2016

Warsaw Public Library Board of Trustees

The Tuesday, October 11, 2016 meeting of the Warsaw Public Library Board of Trustees was called to order at 6:07 p.m. by President Suzanne Aldinger.  Present were Trustees:  Travis Jones, Suzanne Aldinger, Margaret Zeches, Susannah Heubusch, Library Director: Lisa Gricious and Warsaw Town Board Liaison: Shani Jones.  Absent was trustee Lynda Wick.

Suzanne Aldinger made a motion that the reading of the Monday, September 13, 2016 minutes be waived.  Motion was seconded by Margaret Zeches.

Ayes:  4            Noes:  0           Absent:  Lynda Wick    Motion carried

Correspondence:

A thank you letter was received from the Warsaw Historical Society thanking the Library for the use of some video equipment and for Mary Conable’s assistance in operating the equipment during a presentation.

The Friends of the Library presented a summary of activities for 2015/2016.

Finance:

            Susannah Heubusch made a motion that audited vouchers #185-#202 for $9600.99 be approved to be paid.  Motion was seconded by Margaret Zeches.

Ayes:  4            Noes:  0           Absent:  Lynda Wick    Motion carried

  1. Library Director has submitted 2017 Arts Council Grant for $2000.
  2. Library Director has submitted Conable Foundation request.
  3. Library Director received final 10% payout of 2016 Library Construction Grant in the amount of $939.00. This closes out the lighting project.

Personnel:

            Travis Jones made a motion to accept Personnel Policy – Resolution 16-04.  Motion was seconded by Susannah Heubusch.

Ayes:  4            Noes:  0           Absent:  Lynda Wick    Motion Carried

 New Business:

Susannah Heubusch made a motion to accept the Credit Card Policy with some minor changes.  Motion was seconded by Travis Jones.

Ayes:  4            Noes:  0           Absent:  Lynda Wick    Motion carried

The Credit Card Policy will be put in with the Financial Policy.

A copy of a tentative Disaster/Emergency Plan was given to everyone to read.  It will be discussed further at the next meeting.

It was decided to keep the Volunteer policy in the Internal Section under Administrative.

Maintenance /Repairs:

Otis Elevator has completed the installation of a hands-off phone and door sensors.  Frontier Telephone added an additional designated line for the phone.  Beardsley Electric ran the line.  Costs for the phone will be included in the monthly telephone bill.

Tyco Simplex Ginnell will install the new fire panel the second week in November.  There will be no pre-pay; payment will be made after installation.  At the time Tyco is here a time will be set up to inspect the sprinkler system.

Unfinished Business:

Reviewed remaining Internal/Financial Policy.  Susannah Heubusch made a motion that we accept Resolution 16-05 for Internal/Financial Policy and was seconded by Travis Jones.

Ayes:  4            Noes:  0           Absent:  Lynda Wick    Motion Carried

The Special Legislative Grant through DiPietro’s office for $2500.00 was mailed September 7, 2016.   We should have the grant by October 17, 2016.

Directors Report & Children’s Services Report:  (Children’s is enclosed in packet.  Directors Report incorporated into agenda)

Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at 6:59 p.m.

Next meeting November 8, 2016

 

Tuesday, September 13, 2016

The Warsaw Public Library Board of Trustees meeting was called to order at 6:26 by President Suzanne Aldinger.   Present were trustees:   Suzanne Aldinger, Margaret Zeches, Lynda Wick, Travis Jones and Library Director:  Lisa Gricius.   Absent was Trustee:  Susannah Heubusch and Warsaw Town Board Liaison:  Shani Jones.Approve/waive the reading of the minutes from Monday, August 9, 2016. No corrections or additions were made.

Motion by: Jones          2nd by: Zeches.

Ayes:  4                 Noes:  0                Absent:  1, Heubusch                     Carried

Correspondence:

1) A letter was received from the Conable Foundation regarding 2016 gifting.  Director is putting together a proposal for assistance with collection development. As audio and large print books are costly and in demand funding will be useful.

2)  There was a note from Project READ thanking those who manned the booth at Pike Fair.  Lisa Gricius and Mary Conable nominated Project READ to receive the Community Impact Award and they will be receiving the award at the PLS Annual Luncheon in October.

Town Liaison Report:   There was no report

Finance:

  1. A motion was made by Margaret Zeches to approve audited vouchers #163 – #184 for $5255.23.   Motion was seconded by Travis Jones.

Ayes:  4                 Noes:  0                Absent:    Susannah Heubusch                   Carried

  1. Director completed and submitted the 2017 Construction Grant application to PLS and the final paperwork to close out the 2016 Construction Grant as we have received the funding.
  2. Director is currently completing the 2017 Community Arts Grant due Sept. 29, 2016.

New Business: 

  1. Approved the Pioneer Library System Free Direct Access Plan as there were no changes from the previous plan.                                                                                Motion by: Jones   2nd by: Wick

Ayes: 4                 Noes: 0                 Absent: 1, Heubusch                      Carried

Trustee Susannah Heubusch arrived.

Personnel:

  1. Discussion of review of remaining Internal Policies which were removed from the General (external) Policies will be tabled until the Mon., September 19, 2016 Personal Policy committee meeting.

Maintenance/repair

Director authorized both Simplex Grinnell and Otis Elevator to begin work on the upgrades to fire panel and elevator.  Otis will arrive on Monday, Sept. 19, 2016 to complete the work.

 Unfinished Business:

A new estimate to repair the front doors was received from Robb’s Glass in the amount of $2,500 and as we are completing the application for the Special Legislative Grant from Assemblyman DiPietro, the board agreed to use that that funding to repair the doors.  Margaret Zeches is the Project Director named in the grant application.

Motion by: Zeches                          2nd by: Heubusch

Ayes:  5                                                 Noes:  0                                                Carried

Travis Jones made a motion that the meeting be adjourned.

Meeting adjourned at 7:15 pm.

Special Meeting  Monday, September 19, 2016                  Next regular meeting  Tuesday, October 11, 2016

Warsaw Public Library Board of Trustees Tuesday, August 9, 2016

The Tuesday, August 9, 2016 Board of Trustees meeting was called to order at 6:06 pm by President Suzanne Aldinger.   Present were board members:  Margaret Zeches, Lynda Wick, Travis Jones, Suzanne Aldinger, Susannah Heubusch, Library Director: Lisa Gricius, Town Board Liaison: Shani Jones and Guest: Matt Hall   from Simplex Grinnel

Mr. Hall was introduced and proceeded to explain some of the FACP upgrades the Library has been considering.  Cost of the upgrades is $5,006.00.  There will also be annual recurring charges of $1,050.00 for annual tests and inspections.  Margaret Zeches questioned what would happen with what we had already paid for monitoring.   Mr. Hall said that a prorated adjustment would be made to the total.

Opened the meeting after Mr. Hall, representing Simplex Grinnel made his presentation.

A motion was made by Margaret Zeches to waive the reading of the Monday, July 25, 2016 minutes and approve same. Motion seconded by Travis Jones.

Ayes:  5            Noes:  0           Motion carried

Correspondence:  

1) Kevin Carlson had requested permission for the WCS Jazz Band to set up on the Library Lawn during the Warsaw Kiwanis Wine in the Valley event on Saturday, September 10, 2016.  As we have not allowed other groups to use the Library premises for this event in the past, a motion was made by Susannah Heubusch and seconded by Margaret Zeches that Wine in the Valley not allowed use of the lawn.

Ayes:  5            Noes:  0           Motion carried

2) Margaret Zeches received a letter of intent dated July 27, 2016 but was not received until August 8, 2016 referring to a Special Legislative restoration/programs State Education Department grant in the amount of $2,500.00. Per the letter the application needed to be returned within 30 days.  As the letter was received late there is not enough time to make the application.  Margaret Zeches will contact the project coordinator to see if there could be an extension of time to complete the application.

3) A thank you was sent from the Board to Senator Gallivan thanking him for securing a recent grant in support of the library.

4) Congratulations were sent to Jesse Smith who has celebrated her 100th birthday.

Town Liaison Report:

1) Town Supervisor: Becky Ryan has returned the lease agreement that was needed for the Grant application.

NEW BUSINESS

Finance: 

1)    Susannah Heubusch made a motion to accept the audited vouchers #146 – #162 for $10,855.71.  Motion was seconded by Lynda Wick.

Ayes:  5            Noes:  0           Motion carried

2)   Travis Jones made a motion seconded by Lynda Wick to approve the proposed 2017 Preliminary Budget per Town request.

Ayes: 5             Noes:  0           Motion carried

3)   The Library is in the process of submitting an application for a grant to help cover the cost.  As part of the grant process a decision is needed whether to go ahead or not.   See item #3 below. A motion was made by Margaret Zeches to approve quotes from Simplex for Fire Panel Upgrade and Monitoring System along with Sprinkler and Panel inspections submitted by Simplex.

Ayes:  5            Noes:  0           Motion carried

4) Margaret Zeches made a motion seconded by Travis Jones that we approve the entire Elevator project.

Ayes:  5            Noes:  0           Motion carried

We will need some timelines as to when these projects can be started.

4)   Motion was made by Lynda Wick and seconded by Susannah Heubusch to authorize the Board President: Suzanne Aldinger to sign 2016-17 NYS Construction Grant Assurances Form and any documents necessary pertaining to the grant.

Ayes:  5            Noes:  0           Motion carried

5)  Motion made by Travis Jones and seconded by Lynda Wick to authorize completion of forms by Library Director: Lisa Gricius for 2016-17 NYS Construction Grant Application.

Ayes:  5            Noes:  0           Motion carried

6)   Resolution No. 16-03 Amends   Resolution #16-02 Transfer of funds passed by board 7/25/2016.

Motion by: Margaret Zeches                          2nd by: Sue Heubusch

Ayes: 5                         Noes:   0                      Motion carried

UNFINISHED BUSINESS

 Personnel:

1)  A meeting was set for September 19, at 6:00 pm to go over the personnel policy.

Maintenance/Repair 

1)  Susannah Heubusch made a motion that the discussion of the front door be tabled until we get some further quotes. The expense of fixing the older windows for this time.  It was suggested the Special Legislative Grant of $2,500.00 be used to repair the front door.  Motion was seconded by Travis Jones.

Ayes:  5            Noes:  0           Motion: carried

Directors Report and Children’s Services Report (in packet)

Travis Jones made a motion to adjourn the meeting.

Meeting adjourned at 7:20 pm

Next meeting September 13, 2016 at 6:00 pm

Warsaw Public Library Board of Trustees Minutes 

Monday, July 25, 2016

Special Session Board of Trustees

The Monday, July 25, 2016 the Warsaw Public Library Board of Trustees meeting was called to order at 6:05 pm by President Suzanne Aldinger.   Present were Trustees:  Suzanne Aldinger, Lynda Wick, Travis Jones, Susannah Heubusch, Library Director:  Lisa Gricius, Warsaw Town Board Liaison:  Shani Jones.  Also Present, Guest: Ron Kirsop Asst. Director of PLS.  Absent was Margaret Zeches.

Travis Jones made a motion to waive the reading of the Tuesday, June 14, 2016 minutes.  Motion was seconded by Lynda Wick

Ayes:  4           Noes:  0           Absent: Margaret Zeches       Motion Carried

Q&A Session w/Asst. Dir. Of PLS

Ron Kirsop, Asst. Director of PLS (Pioneer Library System) was introduced after which he went over the basics of State Aid for Library Construction.    He also went over the 2016 Construction Grant Intent to Apply form that had been submitted to PLS by Library Director Lisa Gricius.  There were changes made to the form as the project evolved. After reviewing two different scenarios for the Library, the Board agreed to submit a three part option that would include door protection (Otis elevator), fire panel upgrade (Simplex) and emergency phone (Otis Elevator). Total project cost: $12,006.00; request: $9,004.50; award: $8.929.76; Library contribution: $3,076.24.  PLS Facilities committee has recommended the project for full application. The full online application will be completed and submitted to PLS Board.  The Assurances form must be completed and approved by WPL Board at the Tues., August 9, 2016 meeting.

CORRESPONDENCE:

There was a letter from the NYS Education Department announcing that our Library’s Application for the 2015-2016 Construction Grant Program (2015 lighting project) has been approved in the amount of $9383.00 and Library Director will complete the necessary forms for completion of grant to the NYS Education Dept.

Ron Kirsop, Asst. Director of PLS (Pioneer Library System) also sent an e-mail indicating that the PLS Construction Grant Committee will be recommending the Warsaw Public Library receive $8,929.00 for the 2016-2019 Construction Grant cycle on completion of the full application. (see above)

Senator Pat Gallivan wrote that he was able to secure funding aid of $2,500.00 for the WPL for the purchase of computer equipment, technology, or security items.  The monies will be provided by the NYS Education Dept.

There was no Town Liaison Report

Finance:

Susannah Heubusch made a motion to accept the audited vouchers #129 – #145 for $4897.06 and was seconded by Travis Jones.

Ayes: 4                        Noes:  0           Absent:  Margaret Zeches      Motion Carried

Trustee Margaret Zeches arrived.

Questions were asked as to where some of the line items amounts came from and what they represent; and if one of the line numbers was correct.  Library Director answered the questions.

A motion to approve the Line of Transfers – Resolution 16-02 was made by Travis Jones and was seconded by Lynda Wick.

Ayes:  5           Noes:  0           Motion Carried

Library Director Gricius presented the Estimate of Expenditures (form to be presented to the T/Warsaw Board) and 2017 Budget request.

A motion was made by Margaret Zeches and seconded by Susannah Heubusch to table the 2017 Budget planning until August to give the Trustees a chance to review the proposed budget as presented.

Ayes:  5           Noes:  0           Motion Carried

Personnel

There were two additional items that are necessary to be included in the Personnel Policy, FLSA changes pertaining to exempt and non-exempt employee reclassifications (re: overtime pay) and Telecommuting (work at home). Board members discussed the FLSA reclassifications as they will increase the compensation level test to $47,476.00 effective 12/01/16. Employees who make less than that amount (annually) will not qualify for the exemption and will now receive overtime pay.  The members discussed the issue at length but were not clear on the definition of a salaried and hourly wage employees. Further information will be obtained.

A motion was made by Margaret Zeches and seconded by Travis Jones to table the adoption of Personnel Policy – Resolution No. 16-03.

Ayes:  5           Noes:  0           Motion Carried

Directors Report & Children’s Services Reports (in members packet)

**FYI

Lisa Gricius, Director advised the Board in her report, she would be on vacation from August 15, returning on August 29, 2016.

No new business

Suzanne Aldinger made a motion to adjourn the meeting.

Meeting adjourned at 7:55 pm.

Next meeting Tuesday, August 9, 2016 at 6:00 pm.

Resolution No. 16-02

July 25, 2016

Funds Transferred In Various 2016 Accounts

Be It Resolved, That the Warsaw Public Library Board of Trustees hereby authorizes and directs transfer of funds within 2016 accounts as follows:

 

UNANTICIPATED REVENUE

Transfer From:

L2701            Refund of Prior Yr Exp                                             $441.00

L2760            Grants                                                                      $1,090.00

L2770            PLS P R Grant                                                             $521.00   

$2,052.00

Transfer To:

L7410.4         Librarica                                                                         $24.00

L7410.4        PLS Telecommunications                                        $181.00

L7410.4        Programs                                                                 $1,646.00

L7410.4         Publicity                                                                         $96.00

L7410.4         Travel                                                                           $105.00   

$2,052.00

Motion by: Jones                           2nd: Wick

Ayes:  5          Noes: 0          Absent: 0

Carried: XXX                        defeated:

June 14, 2016

Warsaw Public Library Board of Trustees Tuesday, June 14, 2016

The Tuesday, June 14, 2016 meeting of the Warsaw Public Library Board of Trustees was brought to order at 6:00 pm by President Suzanne Aldinger.   Present were Trustees:  Travis Jones, Lynda Wick, Margaret Zeches, Suzanne Aldinger, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.

A motion was made by Margaret Zeches accept the minutes from Tuesday, May 10, 2016 and waive the reading of said minutes.  Motion was seconded by Travis Jones.

Ayes:  5            Noes:  0           Motion carried

Correspondence:   A resignation letter was received from Joan Roquez

Town Liaison Report:   No report

Finance:    Susannah Heubusch made a motion to accept the audited vouchers #99 – #128 for $6328.75 and was seconded by Lynda Wick.

Ayes:  5           Noes:  0           Motion carried

Personnel:  It was decided that a resolution should be drawn up as to changes in the Personnel Policy.  Said resolution will be voted on at a Monday, July 11, 2016 meeting at 6:00 pm.

Old Business:

            Due to codes the telephone will have to be installed in the elevator.  However, before we go ahead with the project we need to confirm with Otis Elevator that the work can be paid for after the work is completed.  The phone that Otis quoted was the hands off system.   No action taken.

Received an estimate from Robb’s for the maintenance and repair of the front door and replacement of some broken glass.  No action taken.

Director’s and Children Services Report:  Enclosed in Packet

New Business:

            Received a quote from Humphrey Electric on upgrading the Fire Panel and Monitoring System.  Need to check and see if there will be a problem with removing the Simplex Equipment that is already installed.  No action taken.

Reviewed proposed 2017 budget.  Further measures will be taken later.

Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at 7:55 pm.

Next meeting Monday, July 11, 2016 at 6:00 pm. (MEETING RESCHEDULED TO JULY 25, 2016 at 6:00 PM)

May 10, 2016

The Tuesday, May 10, 2016 meeting of the Warsaw Public Library Board of Trustees was called to order by President Suzanne Aldinger at 6:30 pm.  Present were trustees:  Margaret Zeches, Travis Jones, Suzanne Aldinger, Lynda Wick, Susannah Heubusch and Library Director: Lisa Gricius.  Absent Town Board liaison:  Shani Jones.

Margaret Zeches made a motion to accept the minutes of the Tuesday, April 4, 2016 meeting and to waive the reading of said minutes.  Motion was seconded by Lynda Wick.

Ayes: 5                 Noes:  0                Motion Carried

Correspondence:   None

Town Liaison Report:  None

 Finance:

Susannah Heubusch made a motion to accept the audited vouchers #74 – #98 for the amount of $6181.95.  Motion was seconded by Lynda Wick.

Ayes:  5                                Noes:  0                Motion Carried

Old Business:

A committee of board members will meet on Monday, May 16 at 4:30 pm. to go over the personnel policy and suggest any changes that should be made to come into compliance with PLS policy.

Director’s and Children’s Services Report:   (see attached)

New Business: 

The ALPs Elevator inspection report addressed some questions.  Installation of a phone was the one most outstanding.  Board members questioned if it was really necessary as there are only three floors, someone is always in the building when open and there is already an emergency bell installed.  It was suggested that we talk to Dan Hurlburt as he is code officer for the town.

Lisa Gricius talked to Christie’s about the additional cost to do some landscaping along with mowing the grass.  He quoted an additional $500-$600.  The board felt that that amount was a little steep for what needed to be done.  Will look into some alternative ideas.

Joan Roquez will be submitting her resignation on May 28, 2016.  The Library Director feels that it will not be necessary to hire a new clerk at this time.  She feels that the present staff can cover the vacancy.

There is a problem with the front doors not shutting securely every time as the automatic hinge at the top needs adjusting.  As the doors are large and custom made, trying to find someone that can do the adjustment is a problem.  It was suggested that Robb’s might be able to make that adjustment.

Next board meeting will be on June 14, 2016 at 6:00 pm.

Susannah Heubusch made a motion that the meeting be adjourned.

Meeting adjourned at 7:35

Submitted by Susannah Heubusch

Warsaw Public Library Board of Trustees Minutes  

Tuesday, April 12, 2016

The Tuesday, April 12, 2016 meeting of the Warsaw Public Library’s Board of Trustees was called to order at 6:10 pm by President Suzanne Aldinger.  Present were trustees:  Suzanne Aldinger, Lynda Wick, Margaret Zeches, Travis Jones, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board liaison: Shani Jones.

Travis Jones made a motion to approve and waive the reading of the Tuesday, March 8, 2016 minutes.  Motion was seconded by Margaret Zeches.

Ayes:  5                Noes:  0                Motion carried

Correspondence:

 Notification was received that the e-book contribution for OWWL2go services would increase by 2% and our cost would now be $1376.00.

Received a schedule of the increase in minimum wage over the next few years.

Town Liaison Report:

Town Board Liaison Shani Jones had nothing to report at this time.

As the Warsaw Town Board uses the same company as the Library to inspect their elevator, Ms. Jones was asked to inquire if the Library’s elevator could be inspected at the same time as the one in the Town Hall thus saving an added trip for the company and maybe a cost savings.

Finance:

 Susannah Heubusch made a motion to approve the audited vouchers #52 – #73 for $6253.62.  Motion was seconded by Lynda Wick.

Ayes:  5                                Noes:  0                Motion Carried

Personnel:

Discussion on the Personnel Policy was tabled until after the Trustee Workshop on Friday,  April 22, 2016.

Director’s & Children’s Services Report: ( see attached)

As a decorative portion of the railing has broken off and does not affect the safety of the railing it was decided not to reattach the broken portion, but to grind the rough edge down so that no one gets cut on it.

There were some questions about the elevator.  Before making any decisions we will wait for the ALPS Elevator inspection report.

The DVR on the Security system needs replacing at the cost of $1251.00.  It was decided that the system should be brought back on line.

New Business:  At this time there was no new business

Margaret Zeches made a motion to adjourn the meeting.

Meeting was adjourned at 6:55 pm.

Next meeting will be May 10, 2016 at 6:00 pm

Submitted by Susannah Heubusch

Warsaw Public Library Board of Trustees Minutes

Tuesday, March 8, 2016

The Tuesday, March 8, 2016 meeting of the Warsaw Public Library Board of Trustees was called to order at 6:15 by President Suzanne Aldinger.  Present were Trustees:  Suzanne Aldinger, Margaret Zeches, Travis Jones, Lynda Wick, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.

A motion was made by Travis Jones and seconded by Lynda Wick to waive the reading of the minutes for Tuesday, February 9, 2016.

Ayes:  5            Noes:  0           Motion carried

Correspondence:  The Wyoming County Board of Directors sent a questionnaire about the Library’s “Broad Band” usage.

Town Liaison Report:  No report

Finance:

A motion was made by Susannah Heubusch and seconded by Margaret Zeches to accept the audited vouchers #33-#51 for $4370.50.

Ayes:  5            Noes:  0           Motion carried

Approval of signing of payroll and accruals by the President/Board Trustee prior to submission as suggested by PLS was tabled to give everyone a chance to go over our present policies and to hear what Lauren, from PLS, has to say at our meeting with her at 6:00 on Monday, April 4, 2016.  She will be discussing Policies and Procedures with us.

Old Business:

Margaret Zeches made a motion to approve Resolution No. 16-01 to amend Aricle III of the by-laws to set the time of the meetings of the Board of Trustees from 7:00 pm to 6:00 pm.

Motion was seconded by Travis Jones.

Ayes:  5            Noes:  0           Motion carried

Directors and Children’s Services Report:  (enclosed in packet)

New Business:  

A motion to approve the 2015 Annual Report submitted to PLS/DLD was made by Susannah Heubusch and seconded by Lynda Wick.

Ayes:  5            Noes:  0           Motion carried

Next meeting (Special Meeting ) Monday, April 4, 2016 at 6:00 pm. Regular meeting Tuesday, April 12, 2016

Susannah made a motion to adjourn the meeting.

Meeting adjourned at 7:25

Warsaw Public Library Board of Trustees Minutes

Tuesday, February 9, 2016

The Tuesday, February 9, 2016 meeting of the Library Board of Trustees was called to order at 7:10 pm by President Suzanne Aldinger.   Present were Trustees: Suzanne Aldinger, Margaret Zeches, Susannah Heubusch, Lynda Wick, Travis Jones, Library Director: Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.

Susannah Heubusch made a motion to waive the reading of the Tuesday, 12/8/2015 & the Thursday 1/14/2016 minutes. Motion was seconded by Travis Jones.

Ayes: 5                 Noes: 0                Motion carried

Correspondence: Received a Thank You from ARC

Finance:

A motion was made by Margaret Zeches and seconded by Susannah Heubusch to accept audited vouchers #13-#32 in the amount of $7758.16.

Ayes: 5                 Noes: 0                Motion carried

Personnel:

Suzanne Aldinger, Margaret Zeches and Lynda Wick were appointed as a committee to review the Personnel Policy. They will meet on Tuesday, February 23, 2016 at 1:00 pm.

Old Business:

It had been suggested that the by-laws be amended to change the time for the monthly Board of Trustees meetings from 7:00 pm to 6:00 pm. A motion was made by Margaret Zeches and seconded by Lynda Wick that the meeting hours be changed as suggested. The amendment will be voted on at the March meeting.

Ayes: 5                 Noes: 0                Motion carried

Directors Report and Children’s Services Report: see attached

New Business:

Election of Officers for 2016.

Slate of Officers for nomination:

President: Suzanne Aldinger There were no further nominations for President the secretary cast one ballot for Suzanne Aldinger as President.

Vice President: Margaret Zeches.   Margaret Zeches declined and Travis Jones was nominated. There were no further nominations for Vice President the secretary cast one ballot for Travis Jones as Vice President.

Secretary: Susannah Heubusch.   There were no further nominations for Secretary the secretary cast one ballot for Susannah Heubusch as Secretary.

Friends Liaison: Lynda Wick (appointment)   As Library Staff member Mary Conable was already representing the Library at the Friends meeting it was felt that is was unnecessary for the Board of Trustees to also have a liaison.

The Wyoming County Historians Office has offered the Library their old Microfilm Machine. A motion was made by Margaret Zeches and seconded by Susannah Heubusch to decline the offer.

Ayes: 5 Noes: 0                Motion carried

The next Board of Trustees meeting will be on Tuesday, March 8, 2016 at the new time of 6:00 pm.

Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at 7:50 pm.

Submitted by Susannah Heubusch

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