We will be closed on Monday, May,27 for Memorial Day.

Minutes

Warsaw Public Library Board of Trustees Library Minutes

Minutes for Tuesday, May 14, 2024 at 6:00 PM

Call to order and roll call: The meeting was called to order at 6:04 p.m. by President, Shani Jones. Along with Shani also present were Trustees: Jason Linderman, John Rutledge, Susan Schell and Liz Fox, Library Director: Lisa Gricius, Town Board Liaison: Travis Jones and Friend of the Warsaw Library representative: Norm Gayford.

Motion: Approve/Waive reading of minutes from Tuesday April 9, 2024 (attached)

Motion: Liz Fox

2nd: Jason Linderman

Ayes:5                         Noes: 0           Absent: 0

Defeated:                    Carried: Yes, unanimously: Shani Jones, Liz Fox, Susan Schell, Jason Linderman and John Rutledge

 Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 70-88   _Total Amount: $_7,969.32__________________

Motion: Susan Schell

2nd: John Rutledge

Ayes:  5          Noes:  0          Absent: 0

Defeated:                   Carried: Yes, unanimously: Shani Jones, Liz Fox, Susan Schell, Jason Linderman and John Rutledge

New Business:

  1. Motion to approve the 2025 Personnel Budget (for purposes of 2025 budget planning and levy request). Motion: Liz Fox       2nd: Susan Schell      Ayes:  5           Noes: 0            Absent:0                                                                                       Defeated:                    Carried: Yes, unanimously: Shani Jones, Liz Fox, Susan Schell, Jason Linderman and John Rutledge
  2. Motion to approve requesting $222,326.00 be levied from the Town of Warsaw. Motion: Liz Fox                                        2nd: Jason Linderman         Ayes: 5            Noes: 0            Absent: 0                                                                                      Defeated:                    Carried: Yes, unanimously: Shani Jones, Liz Fox, Susan Schell, Jason Linderman and John Rutledge
  3. Motion to Adjourn: Shani Jones at 6:18 p.m.

Minutes for Tuesday, April 9, 2024 at 6:00 PM

Call to order and roll call: The meeting was called to order at 6:04 p.m. by President, Shani Jones. Along with Shani also present were Trustees: Susan Schell and Liz Fox, Library Director: Lisa Gricius, and Town Board Liaison: Travis Jones.  Absent: John Rutledge and Jason Linderman.

Motion: Approve/Waive reading of minutes from Tuesday March 12, 2024 (attached)

Motion: Susan Schell

2nd: Liz Fox

Ayes:   3          Noes: 0                        Absent:2

Defeated:                    Carried: Yes, unanimously: Shani Jones, Sue Schell, and Liz Fox

 Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 55-69_Total Amount: $_4333.32__________________

Motion: Shani Jones

2nd: Susan Schell

Ayes:  3          Noes:  0          Absent:2

Defeated:                   Carried: Yes, unanimously: Shani Jones, Sue Schell, and Liz Fox

Motion to Adjourn: Shani Jones at 6:05 p.m.

Minutes for Tuesday, March 12, 2024 at 6:00 PM

Call to order and roll call: The meeting was called to order at 6:08 p.m. by President, Shani Jones. Along with Shani also present were Trustees: Susan Schell and Jason Linderman, and Library Director: Lisa Gricius. Absent: Liz Fox and John Rutledge.

Motion: Approve/Waive reading of minutes from Tuesday, February 13, 2024 (attached)

Motion: Susan Schell

2nd: Jason Linderman

Ayes:   3          Noes: 0                        Absent:2

Defeated:                    Carried: Yes, unanimously: Shani Jones, Sue Schell, and Jason Linderman

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 36-54_Total Amount: $_8537.81__________________

Motion: Shani Jones

2nd: Jason Linderman

Ayes:  3          Noes:  0          Absent:2

Defeated:                   Carried: Yes, unanimously: Shani Jones, Sue Schell, and Jason Linderman

New Business:

  1. Motion to approve the 2023 Annual Report to DLD (Department of Library Development) Motion: Shani Jones          2nd: Susan Schell               Ayes: 3            Noes: 0            Absent: 2                                                                                                   Defeated:      Carried: Yes, unanimously: Shani Jones, Sue Schell, and Jason Linderman
  2. Motion to Review/Approve the Warsaw Public Library Whistleblower Policy Motion: Susan Schell                                            2nd:  Jason Linderman          Ayes: 3            Noes: 0            Absent:  2                                                                 Defeated:   Carried: Yes, unanimously: Shani Jones, Sue Schell, and Jason Linderman

Motion to Adjourn: Shani Jones at 6:15 p.m.

Minutes for Tuesday, February 13, 2024 at 6:00 PM

Call to order and roll call: The meeting was called to order at 6:03 p.m. by President, Shani Jones. Along with Shani also present were Trustees:  Sue Schell, John Rutledge, Liz Fox, Jason Linderman, Friends of the Library Liaison: Norm Gayford, and Library Director: Lisa Gricius.

Motion: Approve/Waive reading of minutes from Tuesday, January 9, 2024 (attached)

Motion: John Rutledge

2nd: Liz Fox

Ayes:   5          Noes: 0                       Absent:0

Defeated:                    Carried: Yes, unanimously: Shani Jones, John Rutledge, Sue Schell, Liz Fox and Jason Linderman

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 16-35_Total Amount: $_6046.40__________________

Motion: Shani Jones

2nd: Sue Schell

Ayes:  5          Noes:  0          Absent:0

Defeated:                   Carried: Yes, unanimously: Shani Jones, John Rutledge, Sue Schell, Liz Fox and Jason Linderman

  1. Motion to include the Director’s Stipend in lieu of health insurance of $6210.00 in monthly installments of $517.50 in the first paycheck of each month, beginning in March 2024.

Motion:  John Rutledge

2nd: Liz Fox

Ayes:  5          Noes:  0          Absent: 0

Defeated:                   Carried: Yes, unanimously: Shani Jones, John Rutledge, Sue Schell, Liz Fox and Jason Linderman

New Business:

  1. Motion to approve the revised Warsaw Public Library Employee Handbook Motion: Sue Schell                                                           2nd: Shani Jones                                                                                                                                              Ayes: 5            Noes: 0            Absent: 0                                                                                                   Defeated:                                Carried: Yes, unanimously: Shani Jones, John Rutledge, Sue Schell, Liz Fox and Jason Linderman
  2. Motion to approve the proposed changes to part-time librarian 1 vacation and sick time benefits Motion: Shani Jones               2nd:  John Rutledge                                                                                                                                                  Ayes: 5            Noes: 0            Absent: 0                                                                                                              Defeated:                                Carried: Yes, unanimously: Shani Jones, John Rutledge, Sue Schell, Liz Fox and Jason Linderman

3. Motion to approve revised Code of Conduct Policy (This replaces the current code of conduct, Children’s Library Use Policy and Safety Policy, combining all (3) into one updated policy)

Motion: Liz Fox

2nd: Sue Schell

Ayes:   5          Noes:  0          Absent: 0

Defeated:                    Carried:  Yes, unanimously: Shani Jones, John Rutledge, Sue Schell, Liz Fox and Jason  Linderman

Motion to Adjourn: Shani Jones at 6:42 p.m.

Board Signature________________________________________________________________

Tuesday, January, 9, 2024 at 6:00 PM

Call to order and roll call: The meeting was called to order at 6:01 pm by Vice President, Shani Jones.

Along with Shani, also present were, Trustee: John Rutledge, Trustee: Susan Schell, Library Director Lisa Gricius, Town Board Liaison, Travis Jones, Trustee: Liz Fox, and Friends of the Library Liaison: Norm Gayford   Absent: Trustee Jason Linderman

Motion: Approve/Waive reading of minutes from Tuesday, December 12, 2023. (attached)

Motion: John Rutledge

2nd: Sue Schell

Ayes:   4          Noes:  0          Absent:1

Defeated:                                Carried: Yes, unanimously (we have to add that now. Deborah would also add the names, but that isn’t necessary because Roll call is above, if that makes sense. IF there had been a No, the name would have needed to be added. That is why I think she did that. Up to you if you want to. See below)

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# _223-224      & 1-15___Total Amount: $9678.09__________

Motion: John Rutledge

2nd: Sue Schell

Ayes:  4          Noes:  0          Absent:1

Defeated:                               Carried: Yes, unanimously, Shani Jones, Sue Schell, John Rutledge, Liz Fox

New Business:

  1. 1. Election of Officers

A motion was made by Sue Schell to nominate Shani Jones as WPL Board of Trustees President.

John Rutledge seconded the motion.

Ayes:   4          Noes:  0          Absent:1     Defeated:                         Carried: Yes, unanimously, Shani Jones, Sue Schell, John Rutledge, Liz Fox

A motion was made by Shani Jones to nominate John Rutledge as WPL Board of Trustees Vice President.

Sue Schell seconded the motion.

Ayes:   4          Noes:  0          Absent:1     Defeated:                                    Carried: Yes, unanimously, Shani Jones, Sue Schell, John Rutledge, Liz Fox

A motion was made by _John Rutledge to nominate Sue Schell as WPL Board of Trustees Secretary.

Shani Jones seconded the motion.

Ayes:   4          Noes:  0          Absent:1     Defeated:                                    Carried: Yes, unanimously, Shani Jones, Sue Schell, John Rutledge, Liz Fox

Motion: To accept the slate of officers – Shani Jones

2nd: Liz Fox

Ayes:  4          Noes:  0          Absent:1

Defeated:                               Carried: Yes, unanimously, Shani Jones, Sue Schell, John Rutledge, Liz Fox

Motion to Adjourn: John 7:01 p.m.

Tuesday, December 12, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order at 6:00 p.m. by President, Peter Robinson. Along with Peter, also present were Trustees: Shani Jones, Sue Schell, Deborah Gillen, Town Liaison, Travis Jones, and Library Director, Lisa Gricius. Absent: John Rutledge

Motion: Approve/Waive reading of minutes from Tuesday, November 7, 2023 (attached)

Motion: Shani Jones

2nd: Sue Schell

Ayes:   4          Noes: 0                        Absent:1

Defeated:                    Carried: Yes, unanimously, Peter Robinson, Shani Jones, Sue Schell, Deborah Gillen

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 196-222__Total Amount: $_13,662.77__________________

Motion: Deborah Gillen

2nd: Peter Robinson

Ayes:  4          Noes:   0          Absent:1

Defeated:                   Carried: Yes, unanimously, Peter Robinson, Shani Jones, Sue Schell, Deborah Gillen

2. Motion to approve Line Transfers as allocated (attached)

Motion:    Shani Jones

2nd: Peter Robinson

Ayes:  4          Noes:   0          Absent: 1

Defeated:                   Carried: Yes, unanimously, Peter Robinson, Shani Jones, Sue Schell, Deborah Gillen

 New Business:

  1. Motion to override the tax levy limit for 2024

Whereas, the adoption of this 2024 budget for the Warsaw Public Library requires a tax levy increase that exceeds the tax cap imposed by state law as outlined in General Municipal Law Section 3c adopted in 2011; and

Whereas, General Municipal Law Section 3c expressly permits the library board to override the tax levy limit by a resolution approved by a vote of sixty percent of qualified board members; now therefore be it

Resolved, that the Board of Trustees of the Warsaw Public Library voted and approved to exceed the tax levy limit for 2024 by at least the sixty percent of the board of trustees as required by state law on 12/12/2023.

  1. Motion to Approve

Motion: Shani Jones

2nd: Peter Robinson

Ayes:   4          Noes:   0          Absent:1

Defeated:                    Carried: Yes, unanimously, Peter Robinson, Shani Jones, Sue Schell, Deborah Gillen

Motion to approve the 2024 budget (attached)

  1. Motion to Approve

Motion: Deborah Gillen

2nd: Sue Schell

Ayes:   4          Noes:   0          Absent: 1

Defeated:                    Carried:  Yes, unanimously, Peter Robinson, Shani Jones, Sue Schell, Deborah Gillen

Motion to Adjourn: Shani Jones at 6:25 p.m.

Tuesday, November 7, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order by President Peter Robinson at 6:01 p.m. Along with Peter, also present were Trustees: John Rutledge, Shani Jones, Deborah Gillen, Sue Schell, Library Director, Lisa Gricius, and Town Liaison, Travis Jones.

Motion: Approve/Waive reading of minutes from Tuesday, October 10, 2023 (attached)

Motion: John Rutledge

2nd: Shani Jones

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: yes, unanimously

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 177-195__Total Amount: $_7,747.17_____________

Motion:  Deborah Gillen

2nd: Sue Schell

Ayes:  5          Noes:   0          Absent: 0

Defeated:                               Carried: yes, unanimously

Board Correspondence: None

Unfinished Business: 2024 Budget

New Business: Programming Policy

  1. Motion to Approve

Motion: Shani Jones

2nd: Sue Schell

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: yes, unanimously

Motion to Adjourn:  Peter Robinson moved to adjourn at 7:00 p.m.

Tuesday, October 10, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order to order by President, Peter Robinson at 6:04 p.m.  Along with Peter, also present were Trustees: Deborah Gillen, Sue Schell, arrived late at 6:24, Shani Jones, Town Liaison, Travis Jones, and Library Director, Lisa Gricius. Absent: John Rutledge

Motion: Approve/Waive reading of minutes from Tuesday, Sept 12, 2023 (attached)

Motion: Sue Schell

2nd: Pete Robinson

Ayes:   3          Noes:               Absent: 2

Defeated:                                Carried: Yes, unanimously, Peter Robinson, Susan Schell, Deborah Gillen

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 159-_176__Total Amount: $__10,190.89_______

Motion:   Deborah Gillen

2nd: PeterRobinson

Ayes:  3          Noes:               Absent: 2

Defeated:                               Carried: Yes, unanimously, Peter Robinson, Susan Schell, Deborah Gillen

Board Correspondence: None

Unfinished Business: None

New Business: 2024 Closures (Shani Jones is now present)

  1. Motion to Approve

Motion: Shani Jones

2nd: Sue Schell

Ayes:               Noes:               Absent: 1

Defeated:  Carried: Yes, unanimously, Peter Robinson, Susan Schell, Deborah Gillen and Shani Jones

Notable Library Updates/Discussion: The architect was at the library to review expansion plans.

 Motion to Adjourn: Peter Robinson motioned to adjourn at 6:41 p.m.

Tuesday, September 12, 2023 at 6:00 PM

Call to order and roll call:  The meeting was called to order by president, Peter Robinson at 7:31p.m. Along with Peter, also present were Trustees, Deborah Gillen, Shani Jones, John Rutledge, Town Liaison, Travis Jones, Library Director, Lisa Gricius. Guest: Ron Kirsop Absent: Susan Schell

Motion: Approve/Waive reading of minutes from Tuesday, July 11, 2023 (attached)

Motion: John Rutledge

2nd: Shani Jones

Ayes:   4          Noes:0             Absent: 1

Defeated:                                Carried: yes, unanimously

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 121-142___Total Amount: $_11,446.83 and #143-158___   Total Amount: $_4929.13________

Motion:  Shani Jones

2nd: Deborah Gillen

Ayes:  4          Noes:   0          Absent:1

Defeated:                               Carried: yes, unanimously

Board Correspondence: None

Unfinished Business: None

New Business: None

Notable Library Updates/Discussion:

Motion to Adjourn: John Rutledge at 7:42

Tuesday, July 11, 2023 at 6:00 PM

Call to order and roll call:  The meeting was called to order by

President, Peter Robinson at 6:00 p.m. Along with Peter, also present were Trustees, Deborah Gillen, Susan Schell, Shani Jones, John Rutledge, Town Liaison, Travis Jones, and Library Director, Lisa Gricius

Motion: Approve/Waive reading of minutes from Tuesday, June 13, 2023 (attached)

Motion: Shani Jones

2nd: John Rutledge

Ayes:   5          Noes:   0          Absent:0

Defeated:                                Carried: yes

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 104-120__Total Amount: $__6475.76________

Motion:    John Rutledge

2nd: Sue Schell

Ayes:  5          Noes:   0          Absent:0

Defeated:                               Carried: yes

Board Correspondence: None

Unfinished Business: None

New Business:

  1. Motion to Approve that Warsaw Public Library affirms the governance responsibilities of the board of trustees, including the oversight and support of the Library Director in the management actions required to comply with all the provisions of the Systems Access and Confidentiality of Library Records Policy, relevant OWWL Library System policies, respective local policies, and NYS Laws referenced therein, to protect patron privacy and the patron data entrusted to Warsaw Public Library and OWWL Library System.

Motion: Deborah Gillen

2nd: Shani Jones

Ayes:   5          Noes:   0          Absent:0

Defeated:                                Carried: yes

Notable Library Updates/Discussion:

Will need 2 trustees to sign vouchers on Tuesday, August 15th.

 

Motion to Adjourn:  Peter Robinson moved to adjourn at 6:09 p.m.

Tuesday, June 13, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order by Peter Robinson at 6:01 p.m. Along with Peter, also present were Trustees, Deborah Gillen, Susan Schell, Shani Jones, John Rutledge. Town Liaison, Travis Jones, and Library Director, Lisa Gricius.

Motion: Approve/Waive reading of minutes from Tuesday, May 9, 2023 (attached)

Motion: Shani Jones

2nd: John Rutledge

Ayes:   5          Noes:   0          Absent:0

Defeated:                                Carried: yes

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 83-103___Total Amount: $___6472.37__________

Motion:  Deborah Gillen

2nd: Susan Schell

Ayes:  5          Noes:   0          Absent:       0

Defeated:                               Carried: yes

2.Shani Jones motioned to go into executive session at 6:04, Susan Schell seconded the motion.  Executive session ended at 6:17.

  1. Motion to Approve 2024 personnel salaries (attached) with amendments discussed.

Motion:  Shani Jones

2nd: John Rutledge

Ayes:  5   Noes: 0                  Absent:  0

Defeated:                               Carried: yes

  1. Motion to Approve 2024 request from town to levy on behalf of the library in the amount of $218,850.00 (Estimate of Expenditures Request Form and Worksheets attached) Board will approve final budget in the fall.

Motion: John Rutledge

2nd: Deborah Gillen

Ayes:  5          Noes:   0          Absent:  0

Defeated:                               Carried: yes

Board Correspondence: None

Unfinished Business: None

New Business

  1. Motion to Approve the updated Harassment and Discrimination Prevention Policy (attached)

Motion: John Rutledge

2nd: Susan Schell

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: yes

Notable Library Updates/Discussion:

Bero/Bond Updates

November’s Board Meeting date change from 11/14/2023 to 11/7/2023

 Motion to Adjourn:  John Rutledge at 7:00 p.m.

Tuesday, May 9, 2023 at 6:00 PM

Call to order and roll call:  The meeting was called to order by Peter Robinson at 5:58 p.m. Along with Peter, also present were Trustees: Deborah Gillen, Susan Schell, Shani Jones, John Rutledge, Town Liaison, Travis Jones, and Library Director, Lisa Gricius.

Motion: Approve/Waive reading of minutes from Tuesday, April 11, 2023 (attached)

Motion: Susan Schell

2nd: John Rutledge

Ayes:   5          Noes:   0          Absent:0

Defeated:                                Carried: yes

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 67-_82__Total Amount: $ 4162.44________

Motion: Deborah Gillen

2nd: John Rutledge

Ayes:  5          Noes:   0          Absent: 0

Defeated:                               Carried: yes

Board Correspondence: None

Unfinished Business: None

New Business: None

Notable Library Updates/Discussion:

  • Director contacted Mooney Construction to clean out our gutters this Spring and to evaluate our roof for repairs/longevity, and include cost estimates for work required/will be required, as well as evaluate the side railing for stability. As of 5/8, Mooney has not yet provided follow up. I was contacted by the office who informed me that due to illness, Terry wanted clients to know he is delayed and will provide follow up as soon as he is able.
  • Updates from Ron Kirsop, Executive Director, OWWL Library System

Minimum Wage Update:

Several reports have discussed the New York State Minimum Wage increase to $15/hour on Jan. 1, 2024. This will also impact the salary exempt threshold Please keep this in mind as you consider your upcoming budgets.

State Budget for Libraries

Unfortunately, despite strong Senate and Assembly support, State Aid for Libraries ended up flat this year. This is disappointing and will ultimately impact System-services and LSSA allocations to libraries this year. With costs increasing, this is essentially a cut to Library Operating Aid.

Library Operating Aid: $99.6M

Library Construction Aid: $34M

Motion to Adjourn: John Rutledge at 6:38 p.m.

Tuesday, April 11, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order by President Peter Robinson at 6:00 p.m.  Along with Peter, also present were: Deborah Gillen, Shani Jones, Susan Schell, Town Liaison, Travis Jones, and Library Director, Lisa Gricius. Absent John Rutledge.

Motion: Approve/Waive reading of minutes from Tuesday, March 14, 2023. (attached)

Motion: Shani Jones

2nd: Deborah Gillen

Ayes:   4          Noes:   0          Absent: 1

Defeated:                                Carried: y 

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 50-66___Total Amount: $__9147.18_______________

Motion: Deborah Gillen

2nd: Sue Schell

Ayes:  4          Noes:   0          Absent:       1

Defeated:                               Carried: yes

Board Correspondence: None

Unfinished Business: None

New Business: None

Notable Library Updates/Discussion:

  • Bero Architecture has completed schematic design level planning for improving the library’s operational space and submitted an updated proposal on 3/31/2023 for full architectural and engineering services; including design development, construction documents, bidding and negotiations, and construction administration phases for the library construction project. This contract was submitted to Supervisor Ryan for Town Board approval. A copy was provided to all library board members.
  • Director Accepted the estimate from Ellis Painting to compete exterior window/trim/door painting.
  • Front Door Repairs have been completed by Whitney East.
  • Director contacted Mooney Construction to clean out our gutters this Spring and to evaluate our roof for repairs/longevity, and include cost estimates for work required/will be required, as well as evaluate the side railing for stability.
  • The Friends will be having a book sale during Valley Fest on Friday and Saturday, 7/14 & 7/15. Norm Gayford will be collecting donations the week before at designated times/by appointment. The Friends will conduct a general meeting of all members on Monday, 6/5 at 6.
  • We received a large donation earlier this year from Mr. Philip Smith and the Conable Family Foundation. Those additional funds are being used to purchase audio-enabled print books, large print books, and instructional/educational DVDs. Mr. Smith’s donation will also be used to help support our summer reading program.

Motion to Adjourn: Peter Robinson at 6:19

Tuesday, March 14, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order by President, Peter Robinson at 6:03 pm. Along with Peter present were trustees Sue Schell, Shani Jones and John Rutledge. Also Present was Library Director, Lisa Gricius. Absent is Deborah Gillen.

Motion: Approve/Waive reading of minutes from Tuesday, February 14, 2023.

Motion: John Rutledge

2nd: Sue Schell

Ayes:   4          Noes:               Absent:1

Defeated:                                Carried: Yes

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 31-_49____Total Amount: $_5945.52__________

Motion:  Shani Jones

2nd: John Rutledge

Ayes:  4          Noes:               Absent:1

Defeated:                               Carried: Yes

Board Correspondence: None

Unfinished Business: None

New Business:

  1. 1. Approve the Annual Report for Public and Association Libraries – 2022

Motion: Shani Jones

2nd: Peter Robinson

Ayes:  4          Noes:               Absent: 1

Defeated:                               Carried: Yes

Library Updates/Discussion: Library Director is currently obtaining estimates for painting outside trim work.

Motion to Adjourn: John Rutledge at 6:27 pm.

Open Meeting of the Board of Trustees/ Tuesday, February 14, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order by Vice President, Shani Jones at 6:10 p.m. Along with Shani, present were Trustees: Deborah Gillen, Sue Schell, and John Rutledge. Also present was Library Director, Lisa Gricius. Absent is Peter Robinson

Motion: Approve/ Waive reading of minutes from Tuesday, January 10, 2023.

Motion: John Rutledge

2nd: Sue Schell

Ayes:   4          Noes:               Absent:1

Defeated:                                Carried: yes

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 13-30_____Total Amount: $_6,040.86____________

Motion:  Deborah Gillen

2nd: John Rutledge

Ayes:  4          Noes:               Absent:1

Defeated:                               Carried: yes

Board Correspondence: None

Unfinished Business: None

New Business:

1. Motion to review/approve updated employee handbook with mandatory 2023 updates.

Motion:   John Rutledge

2nd: Sue Schell

Ayes:  4          Noes:               Absent: 1

Defeated:                               Carried: yes

2.  Motion to review/approve updated Records Retention Policy to include program documentation.

Motion:    John Rutledge

2nd: Shani Jones

Ayes:  4          Noes:               Absent: 1

Defeated:                               Carried: yes

3.  Motion to review/approve Open Meetings Policy.

Motion:   Sue Schell

2nd: John Rutledge

Ayes:  4          Noes:               Absent: 1

Defeated:                               Carried:yes

4.  Motion to review/approve updated Emergency Disaster Plan.

Motion:   Deborah Gillen

2nd: Sue Schell

Ayes:  4          Noes:               Absent: 1

Defeated:                               Carried: yes

  1. Motion to approve copy & fax fees which will be 20 cents per page for black & white copies, 50 cents for color copies. 50 cents per page for incoming and outgoing Fax per sheet, outside North America, $3/page. The cover sheet is complimentary

Motion:  John Rutledge

2nd: Shani Jones

Ayes:  4          Noes:               Absent: 1

Defeated:                               Carried: yes

Library Updates/Discussion: The Master Planning phase for the library expansion and renovation phase has been completed. The library board and town board liaison met with architect, Lindsay Yoder from Bero on 2/7. At the regular meeting of the town board on 2/8, they discussed moving forward on future phases and will request that the contract for the next phase be sent to the town for approval.

Motion to Adjourn: John Rutledge at 6:39 p.m.

Open Meeting of the Board of Trustees/ Tuesday, January, 10, 2023 at 6:00 PM

Call to order and roll call: The meeting was called to order by Vice President, Peter Robinson at 6:03 p.m.  Along with Peter, present were Trustees:  Deborah Gillen, Shani Jones, Sue Schell, John Rutledge. Also present was Library Director, Lisa, Gricius.

Motion: Approve/Waive reading of minutes from Tuesday, December 13, 2022.

Motion: Peter Robinson

2nd: Shani Jones

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: Yes

Finance:

  1. Motion to Audit and Approve the abstract of audited vouchers

# 224-227 & #1-12_____Total Amount: $8757.14

Motion:    Deborah Gillen

2nd:  Sue Schell

Ayes:  5          Noes: 0                        Absent:0

Defeated:                               Carried: Y

New Business:

1. Election of Officers

A motion was made by Deborah Gillen to nominate Peter Robinson as WPL Board of Trustees President.

John Rutledge seconded the motion.

Ayes:   4          Noes:   0          Absent:0     Abstained: 1                     Carried: Yes

A motion was made by Peter Robinson to nominate Shani Jones as WPL Board of Trustees Vice President.

John Rutledge seconded the motion.

Ayes:   4          Noes:   0          Absent:0     Abstained: 1                                Carried: Yes

A motion was made by Shani Jones to nominate Deborah Gillen as WPL Board of Trustees Secretary.

Sue Schell seconded the motion.

Ayes: 4            Noes:   0          Absent:0     Abstained: 1                    Carried: Yes

2.  Motion to review/ approve Conflict of Interest Policy with Sign off form

Motion: Shani Jones

2nd: Peter Robinson

Ayes:  5          Noes:   0          Absent: 0

Defeated:                               Carried: Yes

Motion to Adjourn: at 6:40 p.m. by Peter Robinson.

December 13, 2022

Call to order and roll call: The meeting was called to order by Vice President Peter Robinson at 6:03 pm

Along with President, Janice Kelsey, also present were Trustees: Deborah Gillen, Sally Smith, Peter Robinson, Shani Jones, Library Director, Lisa Gricius, and Town Liaison, Travis Jones. Also in attendance were the two newly elected board members, Sue Schell and John Rutledge who will start their term at the January 2023 meeting.

Motion: Approve/Waive reading of minutes from Tuesday, November 8, 2022.

Motion: Janice Kelsey

2nd: Shani Jones

Ayes:    5          Noes:   0          Absent: 0

Defeated:                                 Carried: Yes

Finance:

1.Motion to Audit and Approve the abstract of audited vouchers

# 205-223______Total Amount: $ $6819.75_

Motion:  Shani Jones

2nd: Sally Smith

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: Yes

2.Motion to transfer $6237.50 from the 2023 fund balance to line item L7410.1

Motion:  Deborah Gillen

2nd: Peter Robinson

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: Yes

3.Motion to approve amended 2023 Budget

Total Expenditures/Revenues $266, 729.50

Motion:  Sally Smith

2nd: Peter Robinson

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: Yes

4, Motion to approve line transfers attached

Motion: Deborah Gillen

2nd: Shani Jones

Ayes: 5      Noes: 0                 Absent: 0

Defeated:                                 Carried: Yes

Unfinished Business:

1.Motion to approve and adopt amended Bylaws

Motion: Sally Smith

2nd: Janice Kelsey

Ayes:   5          Noes:   0          Absent: 0

Defeated:                                Carried: Yes

Motion to Adjourn: by Sally Smith at 6:33

November 8, 2022

The meeting of the WPL was called to order by President, Janice Kelsey at 6:00 p.m. Along with Janice, also present were Trustees: Shani Jones, Deborah Gillen, Peter Robinson, Library Director, Lisa Gricius, and Town Liaison, Travis Jones. Absent: Sally Smith

A motion was made by Shani Jones and seconded by Janice Kelsey, to approve and waive the reading of the minutes from October 11, 2022. Ayes: 4  Noes: 0    Absent: 1. The motion carried.

A motion was made by Peter Robinson and seconded by Janice Kelsey to approve the audited vouchers #187-204 totaling $11,269.65 Ayes: 4     Noes:  0 Absent: 1  The motion carried.

Old Business.: The Board reviewed the Bylaw revisions. Suggestions were discussed to be approved at the next meeting.

New business:  Lisa, Shani, Travis will be meeting with the architect Dec. 6 at 4:00 to review the preliminary designs.

A motion was made by Shani Jones to go into executive session, seconded by Deborah Gillen at 6:32 p.m. Janice moved to conclude the Executive session, Shani Jones seconded the motion at 7:00 p.m.

A motion was made by Deborah Gillen and seconded by Shani Jones to amend an employees’ salary to comply with the executive and administrative exemption weekly salary threshold. Ayes: 4   Noes:  0  Absent: 1 The motion carried.

A motion was made by Deborah Gillen to adjourn the meeting at 7:25

October 11, 2022

The meeting of the WPL was called to order by President, Janice Kelsey at 6:01 p.m. Along with Janice, also present were Trustees: Shani Jones, Sally Smith, Deborah Gillen, Library Director, Lisa Gricius, and Town Liaison, Travis Jones. Absent was Trustee, Peter Robinson.

A motion was made by Sally Smith and seconded by Shani Jones to approve and waive the reading of the minutes from September 6, 2022. Ayes: 4  Noes: 0  Absent: 1. The motion carried

A motion was made by Shani Jones and seconded by Deborah Gillen to approve the audited vouchers # 166-186 totaling $12,840.41. Ayes: 4  Noes: 0  Absent: 1. The motion was carried.

A motion was made by Janice Kelsey and seconded by Shani Jones to approve the 2023 budget. Ayes: 4 Noes: 0  Absent: 1. The motion carried.

A motion was made by Sally Smith and seconded by Janice Kelsey to approve the 2023 Holiday Closure Schedule. Ayes: 3  Noes:  1,  Absent : 1. The motion was carried.

Sally Smith motion that the meeting be adjourned at 6:52 p.m.

September 6, 2022

The meeting of the WPL Board of Trustees was called to order by President, Janice Kelsey at 6:00 p.m. Along with Janice, also present were Trustees: Shani Jones, Peter Robinson and Sally Smith; Library Director, Lisa Gricius; and Town Liaison, Travis Jones. Absent was Trustee, Deborah Gillen.

A motion was made by Shani Jones and seconded by Peter Robinson to approve and waive the reading of the July 12, 2022 minutes. Ayes: 4  Noes: 0  Absent: 1. The motion carried.

A motion was made by Sally Smith and seconded by Shani Jones to approve the abstract of the audited vouchers #133-152 totaling $4,762.00 and audited vouchers #153-165 totaling $9,160.59. Ayes: 4  Noes: 0  Absent: 1. The motion carried.

After lengthy discussion, a motion to approve the following policies: Confidentiality of Library Records Policy, Freedom of Information Law Policy & FOIL Request Form, Internet Use Policy, Guidelines for Animals in the Library Policy, Trustee Education Policy, Warsaw Public Library General Policy and Procedures, Warsaw Public Library Personnel/Employee Handbook, was made by Shani Jones and seconded by Janice Kelsey. Ayes: 4  Noes: 0  Absent: 1. The motion carried.

A motion to table the, “First Amendment Audit” Public Library Response Policy & Protocol, was made by Shani Jones and seconded by Peter Robinson. Ayes: 4  Noes: 0  Absent: 1. The motion carried.

Library Update: Greg Kelsey is graciously donating new benches for outside seating at the Warsaw Public Library.

A motion to adjourn was made by Sally Smith at 6:50 p.m.

July 12, 2022

The meeting of the WPL Board of Trustees was called to order at by President, Janice Kelsey at 6:00 p.m.  Along with Janice, also present were Trustees: Deborah Gillen, Shani Jones, Peter Robinson, Sally Smith, and Library Director, Lisa Gricius. Absent was Town Liaison, Travis Jones.

A motion was made by Shani Jones and seconded by Peter Robinson to approve and waive the reading of the June 13, 2022 minutes. Ayes: 5  Noes:  0 Absent:   0. The motion carried.

A motion was made by Deborah Gillen and seconded by Janice Kelsey to approve the abstract of the audited vouchers #110-132 totaling 9298.51.  Ayes:  5 Noes: 0   Absent: 0. The motion carried.

A motion was made by Janice Kelsey and seconded by Sally Smith to accept the Disclosure statement attached. Ayes: 5, Noes: 0, Absent: 0. The motion carried.

A motion was made by Sally Smith and seconded by Janice Kelsey to approve the attached shoveling proposal from Edward Hulme, Inc. for the 2022-2023 season. Ayes:  5 Noes:  0 Absent: 0. The motion carried.

Motioned to adjourn was made by Janice Kelsey at 6:20 p.m.

Monday, June 13, 2022

The meeting of the WPL Board of Trustees was called to order by President, Janice Kelsey at 6:02 p.m. Along with Janice Kelsey, present were: Trustees, Shani Jones, Deborah Gillen, Library Director, Lisa Gricius, and Town Liaison, Travis Jones. Absent: Peter Robinson and Sally Smith

A motion was made by Shani Jones and seconded by Janice Kelsey to approve and waive the reading of the May 10, 2022 Minutes. Ayes: 3, Noes: 0, Absent: 2

A motion was made by Deborah Gillen and seconded by Shani Jones to approve the abstract of audited vouchers #85-109 totaling $6555.73. Ayes:3, Noes: 0, Absent: 2

A motion was made by Deborah Gillen and seconded by Janice Kelsey to approve the 2023 personnel salaries. Ayes: 3, Noes: 0, Absent: 2

A motion was made by Shani Jones and seconded by Deborah Gillen to approve 2023 request from town to levy on behalf of the library in the amount of $208,000.00. Ayes: 3, Noes: 0, Absent: 2

A motion was made by Shani Jones and seconded by Janice Kelsey to approve Programming Policy. Ayes: 3, Noes: 0, Absent: 2

A motion was made by Deborah Gillen and seconded by Shani Jones to add the following statement at the end of the current Materials Selection Policy; “The Library’s acquisition of any resource does not constitute endorsement.” Ayes: 3, Noes: 0, Absent: 2

Shani Jones motioned to adjourn at 6:16 p.m.

Tuesday, May 10, 2022

The meeting of the WPL Board of Trustees was called to order by President, Janice Kelsey at 5:53 p.m. Along with Janice Kelsey, present were: Trustees, Sally Smith, Shani Jones, Deborah Gillen, Library Director, Lisa Gricius, and Town Liaison, Travis Jones. Absent: Peter Robinson

A motion was made by Sally Smith and seconded by Deborah Gillen to approve and waive the reading of the minutes from Tuesday, April 12, 2022. Ayes: 4, Noes: 0, Absent:1

A motion was made by Janice Kelsey to approve the abstract of audited vouchers. The motions was seconded by Shani Jones. Ayes: 4, Noes: 0, Absent:1

A motion was made by Deborah Gillen and seconded by Shani Jones to approve a line transfer:

Transfer to Allocation : L7410.4A Acquisitions $3908.00

Transfer from Allocation: L3089 System Grant $3908.00

Ayes:4, Noes: 0, Absent: 1

Shani Jones moved to adjourn the meeting at 6:20 p.m.

Tuesday, April 12, 2022

The meeting of the WPL Board of Trustees was called to order by Vice President, Peter Robinson at 6:02 p.m. Present were Trustees: Deborah Gillen, Peter Robinson, Sally Smith. Also present was Town Liaison, Travis Jones, and Library Director, Lisa Gricius. Absent: Janice Kelsey and Shani Jones.

A motion was made by Peter Robinson to approve and waive the reading of the March 8, 2022 Minutes. Sally Smith seconded the motion. Ayes:  3  Noes:   0 Absent: 2

A motion was made by Deborah Gillen to approve the audited vouchers #47-68 in the amount of $14,057.65. Sally Smith seconded the motion.

Ayes:  3   Noes:   0 Absent: 2

Peter Robinson moved to adjourn at 6:23 p.m.

Tuesday, March 8, 2022

The meeting of the WPL Board of Trustees was called to order by President, Janice Kelsey at 6:01. In addition to Janice, present were Trustees: Deborah Gillen, Shani Jones, Peter Robinson, Sally Smith and Library Director, Lisa Gricius and Town Board Liaison, Travis Jones.

A motion was made by Peter Robinson to approve and waive the reading of the February 8, 2022 Minutes. Shani Jones seconded the motion. Ayes:  5 Noes: 0            Absent : 0

A motion was made by Janice Kelsey to approve the audited vouchers #27-46 in the amount of $8,387.98. Deborah Gillen seconded the motion.

Ayes:  5   Noes: 0   Absent: 0

A motion was made by Shani Jones to approve the Annual Report for Public and Association Libraries – 2021. Sally Smith seconded the motion.

Ayes:  5   Noes:  0  Absent: 0

A motion was made by Shani Jones to approve discontinuing/removing late fines on DVDs/BluRays/Video Games. Janice Kelsey seconded the motion. Ayes:  5     Noes:1    Absent:0

Sally Smith motioned to adjourn at 6:28 p.m.

Tuesday February 8, 2022

The meeting of the WPL Board of Trustees was called to order by President, Janice Kelsey 6:00 p.m.  In addition to Janice, present were Trustees: Deborah Gillen, Shani Jones, Peter Robinson, Sally Smith, and Library Director, Lisa Gricius.

A motion was made by Deborah to approve and waive the reading of the January 11, 2022 minutes with a correction of the number of Ayes for Deborah Gillen’s nomination as secretary to 4. Sally Smith seconded the motion. Ayes: 5    Noes:  0   Absent: 0

A motion was made by Deborah Gillen to approve the audited vouchers #12-26 in the amount of $4259.72. Janice Kelsey seconded the motion. Ayes: 5    Noes:  0   Absent: 0

A motion was made by Janice Kelsey to appoint Luke Conley to Librarian I/Part time. Start date February 14, 2022. Shani Jones seconded the motion. Ayes:   5  Noes: 0    Absent: 0

A motion was made by Sally Smith to appoint Valerie Helm to Clerk/Part time with a start date of February 15, 2022. Peter Robinson seconded the motion.  Ayes: 5  Noes:  0   Absent: 0

Janice Kelsey motioned to adjourn at 6:42 p.m.

Tuesday, January 11, 2022

The meeting of the WPL Board of Trustees was called to order by Janice Kelsey at 6:06 p.m. In addition to Janice, present were Trustees: Peter Robinson, Shani Jones and Sally Smith; Town Liaison, Travis Jones and Library Director, Lisa Gricius. Absent: Deborah Gillen.

A motion was made by Peter Robinson to approve and waive the reading of the minutes from December 14, 2021. Shani Jones seconded the motion. Ayes: 4  Noes: 0  Absent: 1

A motion was made by Shani Jones to approve the audited vouchers #193-199 and 1-11 in the amount of $9006.61. Janice Kelsey seconded the motion. Ayes: 4  Noes: 0  Absent:1

A motion was made by Peter Robinson to nominate Janice Kelsey as WPL Board of Trustees President. Shani Jones seconded the motion. Ayes: 3  Noes: 0  Absent: 1

A motion was made by Janice Kelsey to nominate Peter Robinson as WPL Board of Trustees Vice President. Shani Jones seconded the motion. Ayes: 3  Noes: 0  Absent: 1

A motion was made by Janice Kelsey to nominate Deborah Gillen as WPL Board of Trustees Secretary. Peter Robinson seconded the motion. Ayes: 3  Noes: 0  Absent: 1

A motion was made by Peter Robinson to approve recommending the Proposal for Architectural Services agreement with Bero Architecture to the town for final approval. Shani Jones seconded the motion. Ayes: 4  Noes: 0  Absent: 1

The WPL Board of Trustees also discussed the free Covid tests that were given to the library a few weeks back and handed out to the community, the Conable Family Foundations’ contributions to the library, and all present members signed their Conflict of Interest Sign-off.

A motion was made by new WPL Board of Trustees President, Janice Kelsey to adjourn the meeting at 7:06 p.m.

Tuesday, December 14, 2021

The meeting of the WPL Board of Trustees was called to order by President Travis Jones at 6:06 p.m. In addition to Travis, present were Trustees: Deborah Gillen, Janice Kelsey, Peter Robinson, Town Liaison, Shani Jones, and Library Director, Lisa Gricius. Absent: Sally Smith

A motion was made by Peter Robinson to approve and waive the reading of the minutes from November 9, 2021. Janice Kelsey seconded the motion. Ayes: 4   Noes:   0     Absent: 1

A motion was made by Janice Kelsey to approve the audited vouchers #174-192 in the amount of $7200.08. Travis Jones seconded the motion. Ayes: 4    Noes:  0   Absent: 1

A motion was made by Deborah Gillen to approve the following line transfers by and seconded by Travis Jones

Transfer to L7410.4F PLS Telecommunications $177.00

To L7410.4G Programs $893.00

To L74104L Telephone $200.00

Total $1270.00

Transfer from L7410.4D Contractual $1270.00, total $1270.00

Ayes: 4   Noes: 0   Absent: 1

There was no new or old business to discuss.

A motion was made by Travis Jones to adjourn the meeting at 6:26 p.m.

Tuesday, November 9, 2021

The meeting of the WPL Board of Trustees was called to order by President, Travis Jones at 6:05 p.m.  In addition to Travis, present were Trustees: Janice Kelsey, Sally Smith, Peter Robinson, Deborah Gillen, Town Liaison, Shani Jones and Library Director, Lisa Gricius.

A motion was made by Peter Robinson to approve and waive the reading of the minutes from Tuesday, October 12, 2021. Travis Jones seconded the motion.  Ayes: 5, Noes: 0, Absent: 0. Motion carried.

Sally Smith motioned to approve the audited vouchers #155-173 in the amount of $6837.34. Janice seconded the motion. Ayes: 5, Noes: 0, Absent: 0. Motion carried.

A motion was made by Travis Jones and seconded by Deborah Gillen to approve the provisional appointment of Luke Conley to Librarian I. Ayes: 5, Noes: 0, Absent: 0. Motion carried.

There was no old business to discuss.

A motion was made by Travis Jones to adjourn the meeting at 6:35.

Respectfully submitted,

Deborah Gillen, Secretary

Tuesday, October 12, 2021

The meeting of the WPL Board of Trustees was called to order by President, Travis Jones at 6:08 p.m. In addition to Travis, present were Trustees: Deborah Gillen, Janice Kelsey, Peter Robison, Town Liaison, Shani Jones, and Library Director, Lisa Gricius. Absent: Sally Smith.

A motion was made by Peter Robinson and seconded by Travis Jones to approve and waive the reading of the September 14, 2021 minutes. 4 ayes, 0 noes, 1 absent.

A motion was made by Janice Kelsey and seconded by Deborah Gillen to approve the audited vouchers #136-154, total amount $4425.86. 4 Ayes, 0 noes, 1 absent.

A motion was made by Travis Jones to approve the 2022 budget and seconded by Janice Kelsey. 4 ayes, 0 noes, 1 absent.

A motion was made by Travis Jones and seconded by Peter Robinson to approve the Strategic/Long Range Plan 2022-2026. 4 ayes, 0 noes, 1 absent.

A motion was made by Deborah Gillen and seconded by Janice Kelsey to create a New Job Title: Librarian (See New Position Duties Statement attached) 4 ayes, 0 noes, 1 absent.

A motion was made by Travis Jones and seconded by Peter Robinson to approve the 2022 Holiday schedule. 4 ayes, 0 noes, 1 absent.

A motion was made by to adjourn Travis Jones at 7:00 p.m.

Respectfully submitted,

Deborah Gillen, secretary

Tuesday, September 14, 2021

The meeting of the WPL Board of Trustees was called to order at 6:08 p.m. by President, Travis Jones. In addition to Travis, present were Trustees: Janice Kelsey, Peter Robinson, Deborah Gillen, Town Liaison, Shani Jones, and Library Director, Lisa Gricius. Absent: Sally Smith.

A motion was made by Travis Jones and seconded by Peter Robinson to approve and waive the reading of the minutes from Monday, August 2, 2021. 4 ayes, 0 noes, 1 absent.

A motion was made by Janice Kelsey and seconded by Deborah Gillen to approve the audited vouchers #107-121 Total Amount: $10,284.69 & #122-135 Total Amount: $62,799.77. 4 ayes, 0 noes, 1 absent.

A motion was made by Travis Jones and seconded by Janice Kelsey to approve the Free Direct Access Plan 2022-2026. 4 ayes, 0 noes, 1 absent.

Peter Robinson motioned to adjourn the meeting at 6:35 p.m.

Respectfully submitted,

Deborah Gillen, secretary.

Monday, August 2, 2021

The special meeting of the WPL Board of Trustees was called to order at 6:00 p.m. by President, Travis Jones. In addition to Travis, present were Trustees: Janice Kelsey, Sally Smith, Deborah Gillen, Peter Robinson, and Library Director, Lisa Gricius.

A motion was made by Travis Jones and seconded by Peter Robinson to approve and waive the reading of the of the minutes from Tuesday, July 13, 2021.

5 ayes, 0 noes, 0 absent. The motion carried.

A motioned was made by Deborah Gillen and seconded by Janice Kelsey to terminate the Warsaw Public Library’s professional relationship with MRB Group effective 8/2/2021.

5 ayes, 0 noes, 0 absent. The motion carried.

A motion was made by Travis Jones and seconded by Janice Kelsey to withdraw the application for State Aid for library construction for small group/study room. Ayes: 5, noes: 0 absent: 0. The motion carried.

A motion was made by Travis Jones and seconded by Peter Robinson to approve the 2022 budget request to the town with a 2% increase for a total levy of $202,145.00.

Ayes: 5, noes: 0, absent:0. The motion carried.

Made a motion to adjourn by Travis Jones at: 7:00 p.m.

Respectfully submitted,

Deborah Gillen, secretary

Tuesday, July 13, 2021

Warsaw Public Library

130 N. Main St., Warsaw, NY 14569

Tuesday, July 13, 2021 Minutes

The July, 2021 meeting of the WPL Board of Trustees was called to order at 6:10 p.m. by President, Travis Jones. In addition to Travis, present were Trustees: Janice Kelsey, Deborah Gillen, Peter Robinson, Sally Smith, Library Director, Lisa Gricius, and Town Board Liaison, Shani Jones.

Sally Smith motioned to approve and waive reading of the minutes from Tuesday, June 8, 2021. Travis Jones seconded the motion.  5 ayes, 0 noes, 0 absent. The motion carried.

A motion was made by Peter Robinson to approve the audited vouchers #88-106 totaling $6604.48. Janice Kelsey seconded the motion. 5 ayes, 0 noes, 0 absent. The motion carried.

A motion was made by Deborah Gillen to approve the 2022 Personnel Budget. Travis Jones seconded the motion. 5 ayes, 0 noes, 0 absent. The motion carried.

Travis Jones made a motion to declare #396 Browser/Bench Combo surplus for disposal. Janice Kelsey seconded the motion. 5 ayes, 0 noes, 0 absent. The motion carried.

A motion was made by Janice Kelsey and seconded by Peter Robinson to approve moving forward in completing the full state aid for library construction application with the project cost and recommended award amount stated. (Preliminary Amount)

Recommended Award for Small Group/Study Room: $14,299

Award Percentage: 32.43%

Total Project Cost: $44,092

Full application including proof of available match funds due 9/3/2021

5 ayes, 0 noes, 0 absent. The motion carried.

Deborah Gillen made a motion to adjourn at 7:02 p.m.

Respectfully submitted,

Deborah Gillen, Secretary

Tuesday, June 8, 2021

The June, 2021 meeting of the WPL Board of Trustees was called to order at 6:03by President, Travis Jones. In addition to Travis, present were Trustees: Janice Kelsey, Deborah Gillen, Library Director Lisa Gricius, and Town Board Liaison, Shani Jones. Absent: Peter Robinson and Sally Smith.

Travis motioned to approve and waive the reading of the May, 2021 minutes. Janice Kelsey seconded the motions. 3 ayes, 0 noes, 2 absent. The motion carried.

Board correspondence see attached Pioneer Library System letter. The project funding was discussed.

A motion was made by Deborah Gillen to approve the audited vouchers #74-87 totaling $4,098.78. Travis Jones seconded the motion. 3 ayes, 0 noes, 2 absent. The motion carried.

A motion was made by Deborah Gillen to appoint Luke Conley to the position of Young Adult Services Clerk at a rate of pay of $15.00 an hour, with a regular work week not to exceed 18.75 hours effective 6/7/2021. The motion was seconded by Janice Kelsey. 3 ayes, 0 noes, 2 absent. The motion carried.

Per NY State guidelines our new policy will state:  Persons entering the library are expected to follow all current NYS Masking Mandates. The library is operating on an honor system. Therefore, masks are recommended in the library where vaccination status of individuals is unknown.

Janice Kelsey moved to adjourn the meeting at 6:45.

Tuesday, May 11, 2021 

The May, 2021 meeting of the WPL Board of was called to order at 6:12 p.m. by President, Travis Jones.  In addition to Travis, present were Trustees:  Janice Kelsey, Sally Smith, Peter Robinson, Deborah Gillen, Library Director, Lisa Gricius, and Town Board liaison, Shani Jones.

There was no Board correspondence.

A motion was made by Sally Smith to approve and waive the reading of the April minutes. Travis Jones seconded the motion.  5 ayes, 0 noes, 0 absent. The motion carried.

Peter Robinson moved to approve the audited vouchers #58- 73 totally $6507.40. Deborah Gillen seconded the motions. 5 ayes, 0 noes, 0 absent. The motion carried.

Travis Jones made a motion to transfer$396.00from Revenue LI2760L Library System Grants to Appropriation LI7410.2 Library Equipment. Janice Kelsey seconded the motion. 5 ayes, 0 noes, 0 absent. The motion carried.

Travis Jones made a motion to approve the Purchasing and Procurement Policy. Peter Robinson seconded the motion.  5 ayes, 0 noes, 0 absent. The motion carried.

Deborah Gillen made a motion to declare the following items as surplus for disposal: #371 Shredder, #337 metal filing cabinet, #387 task chair. Travis Jones seconded the motion. 5 ayes, 0 noes, 0 absent. The motion carried.

Travis Jones made a motion to adjourn at 6:43 p.m.

Respectfully submitted,

Deborah Gillen

Tuesday April 13, 2021

The April meeting of WPL was called to order at 6:00 p.m. by President, Travis Jones. In addition to Travis, present were Board members: Peter Robinson, Sally Smith, Deborah Gillen, Janice Kelsey. Also present were, Shani Jones, Town Liaison and Lisa Gricius, Library Director.

There was no Board correspondence.

A motion was made by Sally Smith to approve and waive the reading of the March, 2021 minutes. The motion was seconded by Janice Kelsey.  All were in favor, 5 ayes, 0 noes, 0 absent.  The motion carried.

Deborah Gillen motioned to approve the audited vouchers 37-57 totaling $6659.90. Sally Smith seconded the motion. All were in favor, 5 ayes, 0 noes, 0 absent. The motion carried.

Travis Jones moved that we transfer $59,087.40 from the unexpended balance to LI Maintenance and Repairs to cover the remaining balance to install the air conditioning units. Janice Kelsey seconded the motion. All were in favor, 5 ayes, 0 noes, 0 absent. The motion carried.

A motion was made by Travis Jones to approve the 2020 Annual Report, Peter Robinson seconded the motion. All were in favor, 5 ayes, 0 noes, 0 absent. The motion carried.

A motion was made by Peter Robinson to adjourn at 7:03 p.m.

Respectfully submitted,

Deborah Gillen

Tuesday, March 9, 2021

The March meeting of WPL was called to order at 6:00 p.m. by President Travis Jones. Present were Trustees: Janice Kelsey, Sally Smith, Travis Jones, Deborah Gillen. Also present were Library Director, Lisa Gricius, Town Board liaison, Shani Jones and Peter Robinson.

A motion was made by Sally Smith to approve and waive the reading of the minutes from February 16, 2021. Janice Kelsey seconded the motion.

Ayes: 4          Noes: 0          Absent: 0      Motion carried

There was no Board correspondence.

A motion was made by Travis Jones to approve the audited vouchers #22-36 totaling $3,801.32. Sally Smith seconded the motion.

Ayes: 4          Noes: 0          Absent: 0      Motion carried

A motion was made by Travis Jones to appoint Peter Robinson to an unexpired term ending in December 2023. Janice Kelsey seconded the motion.

Ayes: 4          Noes: 0          Absent: 0      Motion carried

Peter Robinson moved to update/revise late fines fee schedule to the following:

  • All print books, audio books and magazines: No overdue fines
  • DVDs, Blu-Rays and Video Games $1 a day up to $5.00
  • Museum/State Parks Pass: $1 a day up to $5.00
  • Realia: $.20 a day, up to $5.00

Travis Jones seconded the motion.

Ayes: 5          Noes: 0          Absent: 0      Motion carried

Travis Jones made a motion to accept Eastman Tree Service proposal (attached). Deborah Gillen seconded the motion.

Ayes: 5          Noes:0           Absent: 0      Motion carried

A motion was made by Travis Jones to rename the line item “Capital Reserves” to Emergency Reserves. Janice Kelsey seconded the motion.

Ayes: 4          Noes: 0          Absent: 1      Motion carried.

Travis Jones made a motion to adjourn the meeting at 6:37 p.m.

Respectfully submitted,

Deborah Gillen

Tuesday February 16, 2021

The February meeting of the WPL was called to order at 6:00 p.m. by President Travis Jones. Present were Trustees: Janice Kelsey, Sally Smith, Travis Jones, Deborah Gillen. Also present were Library Director, Lisa Gricius and Town Board liaison, Shani Jones. Absent: Lynda Wick.

A motion was made by Sally Smith to approve and waive the reading of the January 12 minutes. Janice Kelsey seconded the motion.

Ayes: 4          Noes: 0          Absent: 1

Finance: Deborah Gillen moved to approve the audited vouchers #5-21 totaling $8258.56. Travis Jones seconded the motion.

Ayes: 4          Noes: 0          Absent 1

New Business:  A motion was made by Deborah Gillen to accept the resignation of Lynda Wick from the Library Board of Trustees. Travis Jones seconded the motion.

Ayes: 4          Noes: 0          Absent: 0

Travis Jones motioned to reelect Travis Jones as President, Janice Kelsey as Vice President, Deborah Gillen as Secretary. Deborah Gillen seconded the motion.

Ayes: 4          Noes: 0          Absent: 0

The meeting was adjourned at 7:00 with a motion by Travis Jones.

Respectfully submitted,

Deborah Gillen

Tuesday, January 12, 2021

The January meeting of the WPL was called to order at 6:00 p.m. by President Travis Jones. Present were Trustees Janice Kelsey, Travis Jones, Deborah Gillen. Also present were Town Board Liaison, Shani Jones, and Library Director, Lisa Gricius.  Absent were Trustees, Lynda Wick, and Sally Smith.

A motion was made by Janice Kelsey to approve and waive the reading of the December 8, 2020 minutes. Travis Jones seconded the motion.

Ayes: 3               Noes: 0              Absent: 2          Motion carried.

There was no Board correspondence.

Finance:

Travis Jones motioned to approve the audited vouchers #196-205 totaling $4280.53. Deborah Gillen seconded the motion.

Ayes: 3               Noes: 0              Absent: 2          Motion carried.

New Business:

Travis Jones made the following motion: The Board of Trustees moves to update the library’s strategy in responding to COVID-19 by removing the following policies and transitioning them to internal procedures regarding: contact tracing policy, employee health screening policy, and personal protective equipment policy.  Furthermore, the Board of Trustees moves to task the library Director to develop and implement said procedures that meet the criteria and mandates as outlined by NY Forward to operate safely and legally and in accordance with all Executive orders, Federal, State, and Local laws as they relate to COVID-19. The Director will be responsible for adjusting those procedures as needed to keep the library in compliancy with all of the preceding authorities.

Janice Kelsey seconded the motion.

Ayes: 3               Noes: 0              Absent: 2          Motion carried.

Janice Kelsey motioned to adjourn the meeting at 6:17.

Respectfully submitted.

Deborah Gillen

Tuesday, December 8, 2020

The December meeting of the WPL was called to order at 6:02 by President Travis Jones. Present were Trustees, Deborah Gillen, Travis Jones, Lynda Wick, Janice Kelsey. Also present were Library Director Lisa Gricius , Town Board Liaison, Shani Jones, and guest, Jerry Jones. Absent: Sally Smith

A motion was made by Deborah Gillen to approve and waive the reading of the November 10, 2020 minutes. Lynda Wick seconded the motion.

Ayes: 4 Noes: 0            Absent: 1         Motion carried.

There was no Board correspondence.

Finance

Travis Jones motioned to transfer from: L7410.4A Acquisitions $5,993.00

Transfer to:     L7410.4L Library Const.          $1,586.00

L7410.4P Programs                 $2,777.00

L7410.4PU Publicity                $   160.00

L7410.4S Supplies                   $1,470.00

Total                                        $5,993.00

Deborah Gillen seconded the motion.

Ayes: 4 Noes: 0            Absent:1          Motion carried.

Janice Kelsey motioned to approve the audited vouchers #182-195 totalling $7858.57. Lynda Wick seconded the motion.

Ayes: 4 Noes:0 Absent:1          Motion carried.

New Business

None

Janice Kelsey motioned to adjourn. Meeting adjourned at 6:27.

Tuesday, November 10 2020

The November meeting of the WPL was called to order at 6:00 p.m. by President, Travis Jones.
Present were Trustees, Deborah Gillen, Sally Smith, Travis Jones, Lynda Wick. Also present were
Library Director, Lisa Gricius and Town Board Liaison, Shani Jones. Absent: Trustee, Janice
Kelsey

A motion was made by Sally Smith to waive the reading and approve the October, 2020
minutes. Travis Jones seconded the motion.
Ayes: 4 Noes: 0 Absent: 1 Motion carried.

There was no Board correspondence.

Finance
Deborah Gillen motioned to transfer $18,907.60 from the Fund Balance to Equipment L.2 for
Harding Invoice #36436. Sally Smith seconded the motion.
Ayes: 4 Noes: 0 Absent: 1 Motion carried.

Travis Jones motioned that we approve the audited vouchers #166-181 totaling $31,266.45.
Lynda Wick seconded the motion.
Ayes: 4 Noes: 0 Absent: 1 Motion carried.

Travis Jones moved that we approve the 2021 Library budget in the amount of $247,415.00
Lynda Wick seconded the motion.
Ayes: 4 Noes: 0 Absent: 1 Motion carried.

New Business

Deborah Gillen moved we approve the Pandemic Response Plan. Travis Jones seconded the
motion.
Ayes: 4 Noes: 0 Absent: 1 Motion carried.

Travis Jones motioned that we approve the 2021 Holiday closing schedule. Lynda Wick
seconded the motion.
Ayes: 4 Noes: 0 Absent: 1 Motion carried.

Library Updates
Lisa Gricius brought us up to date on the Library improvements by MRB.
Sally Smith motioned to adjourn at 6:37.

Respectfully submitted,
Deborah Gillen

Tuesday, October 13, 2020

The October meeting of the WPL was called to order at 6:00 p.m. by president, Travis Jones. Present were Trustees, Deborah Gillen, Sally Smith, Travis Jones, Janice Kelsey, Lynda Wick. Also present were Library Director, Lisa Gricius and Town Board liaison, Shani Jones.

A motion was made by Janice Kelsey to waive the reading and approve the September, 2020 minutes. Travis Jones seconded the motion.

Ayes:4  Noes: 0            Absent: 1 (Lynda Wick arrived late due to work) Motion carried.

There was no Board correspondence.

Finance

Sally Smith moved that we approve the audited vouchers #148-165 in the amount of $23,409.29. Deborah Gillen seconded the motion.

Ayes: 4 Noes: 0            Absent: 1         Motion carried

New Business

Deborah Gillen moved that we approve the following new policies (see attached):

Whistleblower Policy

Social Media Policy

Programming Policy

Records Retention Policy

Travis Jones seconded the motion.

Ayes: 4 Noes: 0            Absent:1          Motion carried

Library Updates

Lisa Gricius reports that MRB has been out to the library and plans for the renovations are moving forward.

Lynda Wick motioned to adjourn at 6:43 p.m.

Respectfully submitted,

Deborah Gillen

Tuesday, September 8, 2020

The September meeting of the WPL was called to order at 6:04 p.m. by president, Travis Jones. Present were Trustees, Deborah Gillen, Sally Smith, Travis Jones, Janice Kelsey. Also present were Library Director Lisa Gricius and Town Board liaison, Shani Jones. Absent: Lynda Wick.

A motion was made by Travis Jones to waive the reading and approve the August,2020 minutes. Janice Kelsey seconded the motion.

Ayes: 4            Noes: 0            Absent: 1         Motion carried.

There was no Board correspondence.

Finance

Janice Kelsey made a motion to approve the audited vouches # 135-147 in the amount of $3789.89. Travis Jones seconded the motion.

Ayes: 4            Noes:0             Absent:1          Motion carried.

New Business

Travis Jones made a motion to approve MRB group’s proposal for professional services for the next phase of interior renovations. Janice Kelsey seconded the motion.

Ayes: 4            Noes; 0            Absent:1          Motion carried.

Sally Smith motioned to adjourn at 6:55 p.m.

Respectfully submitted,

Deborah Gillen

Tuesday, August 11, 2020

The August meeting of the WPL was called to order at 6:07 pm by president, Travis Jones.  Present were Trustees: Deborah Gillen, Sally Smith, Travis Jones, Janice Kelsey. Also present were Library Director, Lisa Gricius and Town Board liaison, Shani Jones.  Absent: Lynda Wick.

A motion was made by Janice Kelsey to waive the reading and accept the July 2020 minutes. Travis Jones seconded the motion.

Ayes: 4          Noes: 0          Absent:1       Motion carried

There was no board correspondence.

Finance

Sally Smith made a motion to approve the audited vouchers #119-134 in the amount to $11,296.05. Travis Jones seconded the motion.

Ayes: 4          Noes: 0          Absent: 1      Motion carried

The board discussed the 2021 budget plan.

New Business

Deborah Gillen made a motion to approve and adopt the application for ASSURANCES: State Aid for Library Construction Program. Travis Jones seconded the motion.

Ayes: 4          Noes:0           Absent:1       Motion carried

Travis Jones informed us that our structural improvement process will be delayed as the structural engineer quit and the company is searching for a replacement.

Deborah Gillen motioned to adjourn. The meeting was adjourned at 6:42.

Respectfully submitted,

Deborah Gillen

Tuesday, July 14, 2020

The July, 2020 meeting of the WPL was called to order at 7:42 p.m. by President Travis Jones. Present were trustees: Deborah Gillen, Sally Smith, Travis Jones, Lynda Wick, Janice Kelsey. Also present were Library Director, Lisa Gricius and Town Board liaison, Shani Jones.

A motion was made by Lynda Wick to waive the reading and accept the June 2020 minutes. Travis Jones seconded the motion.

Ayes:    5          Noes:   0          Absent:  0        Motion carried.

Board correspondence:  Lisa Gricius reported that PLS approved our application to apply for a NYS Construction Grant which would cover 75% of the HVAC repair/replacement expense if received.

Travis Jones made a motion to approve the audited vouchers #99-118 in the amount of $7,100.96. Sally Jones seconded the motion.

Ayes:  5            Noes:  0           Absent:  0        Motion carried.

Deborah Gillen made a motion to approve the line item transfers, Lynda Wick seconded the motion. The items are as follows:

Transfer from Unexpended Balance $1214.00

Transfer to

L7410.4O Overdrive $1000.00

L7410.4PU Publicity $111.00

L9055.8 Disability $103.00

Total transferred $1214.00

Ayes:  5            Noes:  0           Absent:  0        Motion carried.

The board reviewed and had a preliminary discussion of the 2021 budget.

A motion was made by Deborah Gillen to dispose of several surplus items noted below:

Lawn Mower

Shelving unit, Board Room

2 pink and blue upholstered chairs

2 wooden, pink upholstered chairs

1 Red Pleather Chair

1 board room table

1 HP Laserjet 4500TN Printer

8 brown board room chairs

Travis Jones seconded the motion.

Ayes:  5            Noes:  0           Absent:  0        Motion carried.

Sally Smith motioned to adjourn.  The meeting was adjourned at 8:43

Respectfully submitted,

Deborah Gillen

Tuesday, June 9, 2020

The June 9, 2020 meeting of the WPL Board of Trustees was called to order at 6:05 p.m. by President Travis Jones. Present were trustees: Sally Smith, Janice Kelsey, Travis Jones, Deborah Gillen o present were Library Director, Lisa Gricius, and town Board Liaison, Shani Jones.

A motion was made by Sally Smith to waive the reading and accept the May, 2020 minutes. Travis Jones seconded the motion.

Ayes: 4 Noes: 0 Absent:  1 (Lynda Wick had not arrived yet)

The Board received no correspondence this month

Janice Kelsey made a motion to approve the audited vouchers #85-98 in the amount of $5611.87. Sally Smith seconded the motion.

Ayes: 4 Noes: 0 Absent: 1 (Lynda Wick had not arrived yet)

New Business

A motion was made by Travis Jones to approve the following policies with a few minor revisions.:

-Contact Tracing Policy    -Emergency Closings -Employee Health Screening Policy -PPE Policy  

 -Working Remotely. Deborah Gillen seconded the motion.

Ayes: 5 Noes:0 Absent: 0

The Board reviewed the reopening plans and was brought up-to-date on the HVAC system in need of repairs.

Sally Smith made a motion to adjourn at 7:13

Respectfully submitted, 

Deborah Gillen

Tuesday, May 12, 2020

The May, 2020 meeting of the WPL Board of Trustees was called to order at 6:00 p.m. by President Travis Jones.  Present were Trustees: Sally Smith, Janice Kelsey, Travis Jones, Deborah Gillen.  Also present was Library Director, Lisa Gricius. Excused:  Trustee Lynda Wick and Town liaison, Shani Jones.

A motion was made by Janice Kelsey to waive the reading and accept the March 10, and March 16, 2020 minutes. Deborah Gillen seconded the motion.

Ayes: 4                      Noes: 0                      Absent: 1                  Motion carried.

The Board received no correspondence this month.

Janice Kelsey made a motion to approve audited vouchers # 57-73 in the amount of $3417.04 and #74-84 in the amount of $3436.15.  Sally Smith seconded the motion.

Ayes:  4                     Noes: 0                      Absent: 1                  Motion carried.

Travis Jones made a motion to approve the following updated policies:

Code of Conduct

Safety Policy and Procedures

Children’s Library Use

Computer, Internet and Wireless Use

Policy and Procedures Manual with above updated policies

Janice Kelsey seconded the motion.

Ayes: 4                      Noes: 0                      Absent: 1                  Motion carried.

Sally Smith made a motion to adjourn at 6:15.

Respectfully submitted,

Deborah Gillen, secretary

The Warsaw Public Library Board of Trustees Meeting scheduled for Tuesday, 4/14 has been canceled due to the current health crisis.

March 16, 2020

An emergency Board of Trustee meeting was called to order at 5:50 p.m. by president, Travis Jones.  Present: Lisa Gricius, Library Director, Shani Jones, Town Board Liaison, Trustees: Janice Kelsey, Sally Smith, Lynda Wick and Deborah Gillen.

Due to the Corona Virus and the State of emergency currently in place, director, Lisa Gricius asked the Board of Directors to review and put in place the new policy regarding closing the library. (Extended Emergency Closures Policy) The policy was reviewed at the last Board meeting.

Deborah Gillen motioned to accept the policy as written, Lynda Wick seconded. (Policy attached).

Ayes: 5            Noes: 0            Absent: 0

The motion carried.

After discussing the ramification of closing vs. not closing the library it was decided that closing the library until further notice is the best and safest option to avoid possible spread of the COVID-19 (Corona Virus).  The governor of New York has banned gatherings of more than 10 people in one place.  The staff will continue to work including cleaning and other library related tasks.

Travis motioned that the library be closed until further notice. Janice Kelsey seconded it.

Ayes: 5            Noes: 0            Absent: 0

Travis Jones motioned that meeting be adjourned at 6:20.

Tuesday, March 10, 2020

The March, 2020 meeting of the WPL Board of Trustees was called to order at 6:05 p.m. by President Travis Jones. Present were trustees: Lynda Wick, Sally Smith, Janice Kelsey, Travis Jones, and Deborah Gillen. Also present were: Library Director, Lisa Gricius, and Town Board Liaison, Shani Jones.

A motion was made by Sally Smith to waive the reading and accept the February 2020 minutes. Lynda Wick seconded the motion.

Ayes: 5              Noes: 0              Absent: 0                          Motion carried.

The board received no correspondence this month.

Sally Smith made a motion to approve audited vouchers #36-56 in the amount of $10,809.36. Janice Kelsey seconded the motion.

Ayes: 5               Noes: 0              Absent :0                         Motion carried.

A motion was made by Travis Jones to accept Resolution No. 20-01, Warsaw Public Library School District Vote, Tax Cap Override for adopted 2020 Budget, previously approved. Deborah Gillen seconded the motion.

Ayes: 5               Noes: 0              Absent: 0                         Motion carried.

A motion was made by Lynda Wick to transfer $500.00 Friends Conference Gift from Gifts line to Conference line. Travis Jones seconded the motion.

Ayes: 5               Noes: 0              Absent: 0                         Motion carried.

A motion was made by Travis Jones to transfer $5000.00 Conable Family Foundation Gift from Gifts Line to Contractual Line. Janice Kelsey seconded the motion.

Ayes: 5               Noes: 0              Absent: 0                         Motion carried.

A motion was made by Travis Jones to accept the 2019 Annual Report by the Library Board. Deborah Gillen seconded the motion.

Ayes: 5               Noes: 0              Absent:0                          Motion carried.

There was no unfinished business.

New Business: The Board reviewed the Library policies: Code of Conduct, Safety, Children’s Library Use, Computer, Internet and Wireless Use, Extended Emergency Closure.

Library Updates: Travis and Lisa will be meeting with MRB regarding the future layout of the library.  Travis will get information about bonding from Town Supervisor, Becky Ryan.

A motion was made to adjourn the meeting at 6:57 by Sally Smith.

Tuesday, February 11, 2020

The February meeting of the WPL Board of Trustees was called to order at 6:02 p.m. by President Travis Jones. Present were trustees Travis Jones, Janice Kelsey, Sally Smith and Deborah Gillen.  Also present were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Deborah Gillen to waive the reading of the January 2020 minutes. Janice Kelsey seconded the motion.

Ayes: 4        Noes: 0      Absent 1    Motion carried.

The board received no correspondence this month.

Sally Smith made a motion to approve audited vouchers #16-35 in the amount of $8,320.04. Janice Kelsey seconded the motion.

Ayes: 4       Noes: 0       Absent 1     Motion carried.

Unfinished Business:  Deborah Gillen signed off that she had no conflicts of interest.

New business:

A proposal was made that the library be closed on Martin Luther King Jr. Day. The proposal was tabled.

The Code of Conduct/Banning Policy was discussed as there has been a library patron that has been a problem on several occasions.  The board agreed with director, Lisa Gricius that the policy should be adhered to and the person should be banned at her discretion.  The policy will need to be reviewed and rewritten in the future for better clarity.

Library Updates:

Lisa has had communication with MRB regarding the new circulation desk.  The plans they sent, do not match up with the vision we have.  Travis and Lisa will communicate with them soon to discuss.

Hardings Heating and Plumbing recently worked for 2 days on the Boiler as it was not working properly.  We do have a service contract with them.  It is in good working order now.

Trustee training will be mandatory in 2021.  The current training courses are all quite some distance from us.  We are hopeful there will be opportunities closer or on-line for us to fulfill any mandatory requirements.

Motion to adjourn Janice Kelsey at 7:15 p.m.

Tuesday, January 14, 2020

The January meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:00 pm. Present were trustees Travis Jones, Janice Kelsey and Sally Smith. Also present were Lisa Gricius, Library Director and Shani Jones, Town Board Liaison. Absent were Deborah Gillen and Lynda Wick.

A motion was made by Travis Jones to Waive the reading of the December 2019 minutes. Janice Kelsey seconded the motion.

Ayes: 3           Noes: 0          Absent: 2       Motion carried

The Board received no correspondence this month.

Janice Kelsey made a motion to approve audited vouchers #242-246 and #1-15 in the amount of $6,992.25. Travis Jones seconded the motion

Ayes: 3           Noes: 0          Absent: 2       Motion carried

There was no Unfinished Business.

New Business: Election of Officers

President:  Travis Jones

Vice President: Janice Kelsey

Secretary – Travis Jones nominated Deborah Gillen and was Seconded by Sally Smith

Ayes: 3           Noes: 0          Absent: 2       Motion Carried

Conflict of Interest Sign-Off

Travis Jones, Janice Kelsey, Sally Smith

Those to still sign are Deborah Gillen, and Lynda Wick

Library Updates: None

Motion to Adjourn: Janice Kelsey at 6:45

Next Meeting will be on February 11, 2020 at 6:00

Monday, December 9, 2019

The December 9, 2019 meeting of the WPL Board of Trustees was called to order by president, Travis Jones at 6:01 p.m. Present were trustees, Travis Jones, Janice Kelsey, Lynda Wick, Deborah Gillen.  Absent was trustee Sally Smith. Present also were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Deborah Gillen to waive the reaing of the November, 2019 minutes. Travis Jones seconded the motion. Ayes: 3, Noes: 0, Absent:1, (one member was late & wasn’t present for the vote). Motion carried.

Board Correspondence:  A letter was received by the Conable Foundation.

Travis Jones made a motion to approve the audited vouchers #222-241 in the amount of $7,493.42. Janice Kelsey seconded the motion. Ayes: 3, Noes:0. Motion carried.

A motion was made by Travis Jones to transfer $14,063.00 from L2705 & L2760 to L410.4. Seconded by Janice Kelsey. Ayes:4, Noes: 0. Motion carried.

There was no unfinished or new business.

Lynda Wick made a motion to Adjourn at 6:21.

The next board meeting is Tuesday, January 14, 2020 at 6 p.m.

Tuesday, November 12, 2019 at 6 pm

The November 12, 2019 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:02 pm.  Present were trustees Travis Jones, Janice Kelsey, Deb Gillen, and Lynda Wick.  Absent was trustee Sally Smith.  Present also were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Deb Gillen to waive the reading of the October 2019 minutes.  Travis Jones seconded the motion.     Ayes: 4, Noes: 0, Absent: 1 Motion carried.

The Board was addressed by Norm Gayford on the Friends Book sale.  Mr. Gayford stated that the sale was received positively by those who attended inside the library for the first time.  Sales were up by $200, but this may be due to the fact that the library had done extensive weeding and Tops donated a large selection of books.  The Friends would like to continue this sale inside the library walls next summer.

There was no board correspondence.

Deb Gillen made a motion to approve audited vouchers #207-220 in the amount of $4,584.22.  Janice Kelsey seconded the motion.   Ayes: 4, Noes: 0.  Motion carried.

Travis Jones made a motion to approve the 2020 budget as presented. Lynda Wick seconded the motion.    Ayes: 4, Noes: 0.  Motion carried.

The Board discussed and agreed to accept the proposal for the schematic design from MRB services.  Travis made the motion to accept.  Janice Kelsey seconded the motion.  Ayes: 4, Noes: 0.  Motion carried.

Deb Gillen made the motion to adjourn at 7:03 pm.

Next board meeting is Monday, December 9, 2019 at 6 pm.

Tuesday, October 8, 2019 at 6:00 PM

The meeting was called to order by Travis Jones at 6 pm on Tuesday, October 8. Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick. Lisa Gricius, library director, and Shani jones, Town Board Liaison were also present.

A motion was made by Janice Kelsey to accept and waive the reading of the September 2019 minutes. Travis Jones seconded the motion.

Ayes: 5                  Noes: 0                 Motion carried

Norm Gayford will be updating the trustees on the Book Sale profits at the November board meeting. He was unable to come for the October meeting.

There was no board correspondence.

Sally smith made a motion to accept audited vouchers #188-206 for the amount of $19,443.64. Janice Kelsey Seconded the motion

Ayes: 5                  Noes: 0                 Motion carried

The board discussed the situation with the current contracted cleaners. Library staff have recognized things outlined in the contract that are not being completed by the cleaners. The board held the opinion that if they do not improve then we will seek new cleaners before the February end of contract in 2020.

The board continued discussion on Construction outlines. The Conable Foundation invited WPL to request a monetary gift from them. Director requested $5000.00 toward a schematic design through MRB Group. This request is under review.

Janice Kelsey made the motion to adjourn at 6:53 pm.

Next board meeting Dec. 9, 2019 at 6 pm.

Tuesday, September 10, 2019 at 6:00 PM

The September meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:05 pm. Present were trustees Travis Jones, Janice Kelsey, Deb Gillen, Sally Smith. Also present were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison. Absent was Lynda Wick.

A motion was made by Janice Kelsey to waive the reading of the September 2019 minutes. Deb Gillen seconded the motion.   Ayes:4  Noes 0  Absent: 1 Motion carried.

The Board received no correspondence this month.

Sally Smith made a motion to approve audited vouchers #147-#168 in the amount of $14,875.75 & #169-#187 in the amount of $4415.54. Janice Kelsey seconded the motion. Ayes:  4   Noes: 0   Absent: 1   Motion carried.

There was no Unfinished Business:

New Business: The Board discussed and agreed to the request of the new schedule of Holiday closings for New Year’s Eve.  Travis Jones made the motion to agree with closing schedule, Deb Gillen seconded.   Ayes: 4   Noes: 0  Absent: 1  Motion carried.

Travis Jones made a motion to adjourn at 6:32

Next board meeting is October 8, 2019.

Tuesday, July 9, 2019 at 6 pm

The July meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:10 pm.  Present were trustees Travis Jones, Janice Kelsey, Deb Gillen, Sally Smith, and Lynda Wick.  Present also were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Sally Smith to waive the reading of the June 2019 minutes.  Deb Gillen seconded the motion.     Ayes: 5,  Noes: 0, Absent: 0  Motion carried.

The Board received thank you notes from The Conable Foundation and Mary Conable for the memorial given for Edith Conable.

Travis Jones made a motion to approve audited vouchers #128-146 in the amount of $4,399.49.  Sally Smith seconded the motion.   Ayes: 5,  Noes: 0.  Motion carried.

Travis Jones made a motion to approve the line transfers for the Library Fund.  Sally Smith seconded the motion.    Ayes: 5,  Noes: 0.  Motion carried.

The Board discussed and agreed to request the 3% increase from the Town of Warsaw, and the 2.5% increase from Warsaw Central School for the WPL 2020 budget.  Lisa Gricius will present before the Town of Warsaw Board at the July 17, 2019 meeting.  All board members who have the ability to attend will do so.

Deb Gillen made the motion to adjourn at 6:50 pm.

Next board meeting is September 10, 2019 at 6 pm.

Tuesday, June 11, 2019 6pm

The meeting was called to order by Travis Jones at 6:02 pm. Present were trustees Travis Jones , Janice Kelsey, Deb Gillen, Sally Smith, and Lynda Wick.  Also present were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Travis Jones to accept and waive the reading of the May 2019 minutes.  Deb Gillen seconded the motion.   Ayes: 5 Noes:0 Motion carried.

Janice Kelsey made a motion to approve audited vouchers #106-127 in the amount of $6,191.55.  Sally Smith seconded the motion.  Ayes:5 Noes: 0  Motion carried.

Board unanimously approved increasing the rate of pay for employees due to NYS yearly rise in minimum wage.

Board discussed the 2020 Budget and agreed to ask for a 3 % increase from the Town of Warsaw and a 2.5 % increase from the school to cover increases in personnel and contractual expenditures.

The Board also discussed moving forward with the building and restoration projects.  It was noted that the library may not receive much help from the Construction Grant toward the project.  Board unanimously agreed that the motion forward should continue.  Travis agreed to present at a future Town Board Meeting for additional monetary help.

The Library is preparing for summer programs.

Deb Gillen made the motion to adjourn at 6:48 pm.  Next board meeting is July 9, 2019.

Board of Trustees Meeting, Tuesday, May 14, 2019 at 6:00 P.M.

The meeting was called to order by Travis Jones at 6:06 pm.  Present were trustees Travis Jones, Janice Kelsey, Deb Gillen, Sally Smith, and Lynda Wick.  Also   present were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Sally Smith to accept and waive the reading of the May 2019 minutes.  Travis Jones seconded the motion.

Ayes :5, Noes: 0   Motion carried

Janice Kelsey made a motion to approve audited vouchers #83-105 in the amount of $10,845.85.  Sally Smith seconded the motion.

Ayes: 5, Noes:0 Motion carried

Norm Gayford spoke for the Friends of the Library.  He requested that the Board consider holding the book sale in the library rather than outside in tents.  The board agreed so long as there are specific rules that are followed.

Lisa Gricius stated that the NYS Construction Grant Application for the replacement of windows would need to be completed by June 30, 2019.  Lisa suggested asking for an extension and the board agreed.

Board discussed plan A and B for future building construction.  Board agreed to continue discussions as

various avenues open to us.

Board began discussion of minimum wage increase and rate of raises for employees.  Discussion to be voted on at a later date.

A motion to adjourn was made by Travis Jones at 7:32 pm.  Next Board meeting is June 11, 2019.

Board of Trustees Meeting, Tuesday, April 9, 2019 at P.M.

The meeting was called to order by Travis Jones at 6:08 p.m. Present were trustees Travis Jones, Janice Kelsey, Sally Smith. Also present were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison. Absent were Deborah Gillen and Lynda Wick.

A motion was made by Travis Jones to accept and waive the reading of the March, 2019 minutes. Janice Kelsey seconded it.

Ayes: 3 Noes: 0 Motion carried.

Sally Smith made a motion to approve audited vouchers 64-82 for the amount of $18593.86. The motion was seconded by Travis Jones..

Ayes: 3 Noes: 0 Motion carried.

The revised Code of Conduct Policy was discussed by Lisa Gricius. A motion was made by Travis Jones to accept the revised Code of Conduct Policy and seconded by Janice Kelsey

Ayes: 3 Noes: 0 Motion carried.

A motion to adjourn was made by Travis Jones at 6:52 p.m.

 Tuesday, March 12, 2019

The meeting was called to order by Travis Jones at 6:04 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Also present were Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison.

A motion was made by Sally Smith to accept and waive the reading of the February 2019 minutes.  Janice Kelsey seconded it.

Ayes: 5 Noes: 0 Motion carried.

Deborah Gillen made a motion to approve audited vouchers 47-63 for the amount of $5,596.54.  The motion was seconded by Travis Jones.

Ayes: 5 Noes:0 Motion carried.

A motion was made by Lynda Wick to review and accept the 2018 Annual Report by the library board, which was submitted and approved by PLS 2/7/2019.  Travis Jones seconded the motion.

Ayes: 5 Noes: 0 Motion carried.

A motion was made by Travis Jones to approve the revised Warsaw Public Library General Policy and Procedures.  Janice Kelsey seconded the motion.

Ayes: 5 Noes: 0 Motion carried.

The board discussed the ongoing library construction process.  Scott Bova and his structural engineer are not comfortable with building into the brick for the addition.  Instead they proposed an open and safe mezzanine which would keep the look of the library open and well lighted.

A motion to adjourn was made by Janice Kelsey at 6:30.

Tuesday, February 12, 2019 at 6:00 PM

The meeting was called to order by Travis Jones at 6:07 pm.  Present were trustees: Travis Jones, Janice Kelsey, Deborah Gillen. Absent were Lynda Wick and Sally Smith. Shani Jones, Town Board Liason and Lisa Gricius, Library Director were also present.

A motion was made by Travis Jones and second by Janice Kelsey to accept and waive the reading of the January, 2019 minutes.

Ayes: 3, Noes: 0, Absent 2. Motion carried.

Finance: Deborah Gillen motioned that we approve the audited vouchers 17-35 and 37-46. (36 was a duplicate entry and removed).  The total amount was $10,257.45.

Ayes: 3,  Noes: 0,  Absent 2. Motion carried.

Deborah Gillen motioned to approve the revised cleaning contract with Warren’s Commercial Cleaning.  Travis Jones seconded it.

Ayes: 3, Noes: 0, Absent 2. Motion carried.

New business discussion:  Changing tables in puplic Restrooms is now mandated.  Lisa Gricius is looking into purchasing and installing one.

We discussed and reviewed the General Policies and Procedures. Lisa will make the recommended changes and we will vote to accept them at our March meeting.

We also discussed a space utilization study. We received a generous donation by the Conable family which will assist in that endeavor.

There was some discussion of having a safe area for tutoring students with a closed door with 1/2 glass for visualization.

Lisa Gricius declared items 321 (staff desk) and 161 (shelving unit) are surplus for disposal.

Janice motioned to adjourn. The meeting concluded at 7:37.

Board of Trustees minutesTuesday, January 8, 2019 at 6:00 PM

The Tuesday, January 8, 2019 meeting of the Board of Trustees was called to order by Travis Jones at 6:08 pm.  Present were trustees Travis Jones, Janice Kelsey, Sally Smith, and Lynda Wick.  Absent was Deborah Gillen.  Lisa Gricius, Library director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Janice Kelsey to accept and waive the reading of the December 2018 minutes.  Lynda Wick seconded the motion.

Ayes: 4, Noes: 0  Absent : 1  Motion carried.

Finance:  Janice Kelsey made the motion to accept audited vouchers #1-16 for the amount of $4,083.  Sally Smith seconded the motion.

Ayes : 4, Noes: 0 Absent : 1  Motion carried.

Election of new officers.   Sally Smith made the motion to keep the board offices as they are because none of the board sought to change or expressed a desire to run.  Janice Kelsey seconded the motion.

Ayes:  4,  Noes: 0  Absent :1  Motion carried

The Board decided to table the discussion on the library cleaning services until Lisa was is able to gather more information on other services and costs.  The board will discuss options at the February 2019 meeting.

Sally Smith made the motion to adjourn at 7:15 pm.

Board of Trustees minutes:  Tuesday, December 11, 2018, 6 pm

The Tuesday, December 11, 2018 meeting of the Board of Trustees was called to order by Travis Jones at 6:12 pm.  Present were trustees Travis Jones, Janice Kelsey, and  Lynda Wick.  Absent were Deborah Gillen and Sally Smith.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Janice Kelsey to accept and waive the reading of the November 2018 minutes.  Lynda Wick seconded the motion.

Ayes: 3,  Noes: 0   Absent :  2 Motion carried.

Library Correspondence:  The Conable Family Foundation approved $5,000.00 to support facility planning.

The ACWC approved $3,000.00 for the summer programming budget.

Finance:  Travis Jones made the motion to accept audited vouchers #220-239 for the amount of $20,040.86.  Janice Kelsey seconded the motion.

Ayes: 3,  Noes:  0  Absent :  2   Motion carried

Approval of Line Transfers:  Travis Jones made the motion to accept the Line Transfers.  Lynda Wick seconded the motion.

Ayes:  3,  Noes: 0  Absent:  2    Motion carried.

Janice Kelsey made the motion to adjourn at 6:40 pm.

Board of Trustees Minutes: Tuesday, November 13, 2018

The Tuesday, November 13, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:09 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Janice Kelsey to accept and waive the reading of the October 2018 minutes.  Travis Jones seconded the motion.

Ayes: 5 Noes: 0.  Motion carried.

Board Correspondence:  There was no board correspondence.

Finance:  Deborah Gillen made the motion to accept audited vouchers #199-219 for the amount of $9,128.70.  Sally Smith seconded the motion.

Ayes:5 Noes:0 Motion carried.

The Board discussed the adoption of the 2019 Library Budget.

Resolution No. 18-01.  Travis made the motion to accept 18-01.  Janice seconded the motion.

Ayes:5 Noes:0 Motion carried.

Resolution No. 18-02.  Travis made the motion to accept 18-02.  Sally seconded the motion.

Ayes:5 Noes:0 Motion carried.

New Business:  A motion was made by Deborah Gillen to accept the 2018 NYS Sexual Harassment / Nondiscrimination Policy. Sally seconded the motion.

Ayes:5 Noes:0   Motion carried.

A motion was made Travis to accept the Gold Service elevator contract.  Janice seconded the motion.

Ayes: 5 Noes:0   Motion carried.

A motion was made by Travis to accept the 2019 Holiday Observances with the minor change that the library would be open New Year’s Eve 10-1.  Lynda Wick seconded the motion.

Ayes :5 Noes: 0.  Motion carried.

Motion to adjourn was made by Travis at 7:15 pm.

The next meeting of the Board of Trustees will be December 11, 2018.

Tuesday, October 9, 2018 at 6:00 PM

The Tuesday, October 9, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:07 pm. Present were trustees Travis Jones, Janice Kelsey, and Sally Smith. Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present. Absent were Trustees Lynda Wick and Deborah Gillen.

A motion was made by Travis Jones to approve and waive the reading of the minutes of the September 11th Board Meeting.  Janice Kelsey seconded the motion.

Ayes: 3   Noes: 0

Motion carried

Board Correspondence:  None

Finance: Janice Kelsey made the motion to accept audited vouchers #181-198 for the amount of $5297.79. Travis Jones seconded the motion.

Ayes: 3   Noes: 0

Motion carried

Unfinished Business:   None

New Business:  Bid proposal for snow removal received from Brian P. Chambers for the 2018-2019 season was discussed. Travis Jones made the motion to accept and Janice Kelsey seconded.

Ayes: 3   Noes: 0

Motion carried

Motion to Adjourn:

Next board meeting will be Tuesday, November 13, 2018 at 6 p.m.

Motion to Adjourn was made by Janice Kelsey at 6:36 p. m.

 Tuesday, September 11, 2018 at 6 pm

The Tuesday, September 11, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:03 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Lisa Gricius, Library director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Deb Gillen to waive the reading of the August minutes.  Janice Kelsey seconded the motion.

Ayes:5   Noes: 0  Motion carried

Board Correspondence:  Project Read sent a card to thank the board members who served at the Pike Fair Booth last August.

 Finance:  Janice Kelsey made the motion to accept audited vouchers #162-180 for the amount of $7,516.67.   Sally Smith seconded the motion.

Ayes: 5  Noes: 0  Motion carried

 Unfinished Business:  The 2019 Levy Request was submitted to the town of Warsaw and is awaiting approval.  Plans are moving ahead to repair the outdated windows in Warsaw Pubic Library.

 WPL is still entertaining bids for snow removal services

Library Updates:  The summer reading program went very well.  The community is more active in the summer, so the directors will aim at bringing even more community focus to  next year’s  program.

Next board meeting will be Tuesday, October 9, 2018 at 6 pm.  Motion to adjourn was made by Janice Kelsey at 6:30 pm.

Tuesday, August 7, 2018 at 6 pm

The Tuesday August 7, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:02 p.m. Present were trustees Travis Jones, Janice Kelsey, Sally Smith, Deborah Gillen. Absent was Lynda Wick. Also present was Lisa Gricius, Library Director. Shani Jones, Town Board Liaison was also absent.

A motion was made by  Deborah Gillen to accept and waive the reading of the July minutes. Janice Kelsey seconded the motion.

                        Ayes: 4  Noes: 0  Motion carried.

Board Correspondence:   None

Finance: Janice Kelsey made a motion to accept audited vouchers #127-147 for the amount of $9,138.37 and audited vouchers #148-161 for the amount of 10,138.42. Travis Jones seconded the motion.

Ayes: 4  Noes: 0 Motion carried.

Unfinished Business: Submitted 2019 Levy Request to the Town of Warsaw. Waiting until September.

New Business: The new cash register has arrived and Handling Policy and Procedures have been written. A motion was made to accept  by Deborah Gillen and seconded by Travis Jones.

                        Ayes: 4  Noes: 0 Motion carried.

Library Updates:  Hardings bill of 252.92 had been received. There are some changes to be discussed with them.

The next board meeting will be held September 11, 2018 at 6 p.m. Motion to Adjourn was made at 6:42 by Travis Jones.

Minutes of Tuesday, June 12, 2018, 6 pm

 The Tuesday, June 12, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:12 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Deb Gillen to accept and waive the reading of the May minutes.  Travis Jones seconded the motion.

Ayes: 5  Noes: 0  Motion carried.

Board Correspondence:  There was a letter from Senator Gallivan’s office informing the board that $2,500 in funding had been secured toward the purchase of technology and equipment for the WPL.

Finance:  Travis Jones made the motion to accept audited vouchers #95-127 for the amount of $11,323.04.  Janice Kelsey seconded the motion.

Ayes: 5  Noes: 0  Motion carried.

New Business:  Travis Jones made a motion to approve the 2019 Personnel Pay Rate.  Lynda Wick seconded the motion,

Ayes: 5  Noes: 0   Motion carried.

The Board discussed the 2019 Budget Planning Process.  The board will continue to discuss the necessity of going to the Town Board to request coverage for the WPL burden of the construction costs not covered by the NYS Construction Grant.

The Board discussed 2019 Construction Grant Application.  Two Quotes were reviewed toward the 2019 Construction Grant Application.  The Board believes HVAC replacements are necessary to improve the overall function of the WPL.  The board discussed alternative ways to raise funds rather than using the expenditure account. Travis Jones made a motion to propose a 16% increase to the WPL budget for upkeep and construction concerns.  Deborah Gillen seconded the motion.

Ayes: 5  Noes: 0  Motion carried.

There will be no July 2018 board meeting.  The next board meeting will be held August 7, 2018 at 6pm.  Motion to Adjourn was made at 8:01 by Sally Smith.

Minutes of  Tuesday, May 8, 2018, 6 pm

The Tuesday, May 8, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:02 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, and Lynda Wick.  Sally Smith was absent.  Lisa Gricius, Library Director, was also present.

A motion was made by Janice Kelsey to accept and waive the reading of the April minutes.  Deborah Gillen seconded the motion.

Ayes: 4  Noes: 0 Motion carried.

Board Correspondence: There was no correspondence for this meeting.

 Finance: Travis Jones made the motion to accept audited vouchers #77-94 for the amount of $4,888.96.  Janice Kelsey seconded the motion.

Ayes: 4  Noes: 0  Motion carried.

 Unfinished Business:  Travis Jones made the motion to approve the Personnel Policy with the discussed revisions.  Lynda Wick seconded the motion.

Ayes: 4  Noes: 0  Motion carried.

 New Business:  The board received an $11,130.00 estimate from Brad Veley for repointing of the interior and exterior brickwork in preparation for next year’s Construction Grant.

 Travis Jones brought up the suggestion that the board needs to begin planning for the 2020 Construction Grant for interior renovation of the library.  The board agreed that it should begin looking into hiring an engineer to determine the feasibility of the project.

 It was decided that the library should keep the small storage shed  at the back of the WPL property.  The roof will need replacing.

Next Board Meeting will be June 12, 2018 at 6 pm.  Motion to Adjourn was made at 7pm by Janice Kelsey.

Warsaw Public Library  Tuesday, April 10, 2018

The Tuesday, April 10, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:05 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A  question was brought to the board’s attention by Deborah Gillen about revising the March 2018 minutes in regards to Executive Session.  The board approved the changes and the minutes have been revised.

A motion was made by Travis Jones to accept and waive the reading of the March minutes.  Sally Smith seconded the motion.

Ayes: 5  Noes: 0  Motion carried.

Board Correspondence: There was no correspondence for this meeting.

 Finance:  Deborah Gillen made the motion to accept audited vouchers #58-76 for the amount of $4,537.40.  Sally Smith seconded the motion.

Ayes: 5  Noes: 0  Motion carried

 Unfinished Business:  Travis Jones made a motion to approve the Trustee Job Description and Duties Statement.  Deborah Gillen seconded the motion.

Ayes: 5  Noes: 0  Motion carried

 New Business:  Board reviewed and made changes to the Personnel Policy.  To be approved at a later board meeting.

 Library Updates:  Brad Veley will give WPL a quote in regards to the masonry work to be approved under the NYS Construction Grant.

 Next board meeting will be May 8, 2018 at 6 pm.  Motion to Adjourn was made at 7:30 pm by Deborah Gillen

 Tuesday, March 13, 2018 at 6 pm

The Tuesday, March 13, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6:03 PM.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Deborah Gillen to accept and waive the reading of the February minutes.  Sally Smith seconded the motion.

Ayes: 5  Noes: 0  Motion carried.

Board Correspondence:  There was no correspondence for this meeting.

Finance:  Lynda Wick made the motion to accept audited vouchers # 39-57 for the amount of $6,511.69.  Travis Jones seconded the motion.

Ayes: 5   Noes: 0  Motion carried

Travis Jones made the motion to rescind Resolution No. 17-03 to override Tax Cap for School District Levy Vote 2018.   Janice Kelsey seconded the motion.

Ayes: 5  Noes: 0  Motion carried

Unfinished Business:  There was no unfinished business.

New Business:  Deborah Gillen made the motion to adopt the 2017 Annual Report submitted to the Department of Library Development.  Sally Smith seconded the motion.

Ayes: 5  Noes: 0  Motion carried

The Board unanimously decided to table approval of the Trustee Job Description and Duties Statement until the next board meeting so members had a chance to further study the document.

Executive Session:  The Board entered Executive Session at 7 pm for discussion of personnel.  Present were Travis Jones, Janice Kelsey, Deborah Gillen, and Lynda Wick.  Sally Smith was absent as she had another meeting to attend. Board exited Executive Session at 7:20 pm.

A motion was made by Travis Jones to revise the director’s salary from $43,260 to $48,000 effective April 1, 2018.   The Treasurer will need to have a line item transfer made for $4,740.00 from the unexpended balance for the remainder of 2018.  The board will revise the 2019 budget to reflect this change and allocate it as a permanent expenditure from which the accountant will draw funds. The motion included the increase of the director’s yearly vacation days to 3 weeks effective immediately and 4 weeks effective September 1, 2018.  Lynda Wick seconded the motion.

Ayes: 4  Noes: 0  Motion carried

Board exited Executive Session at 7:20 pm

Library Updates: Board approved the proposal by Brad Veley for concrete work this spring.  Friends of the Library are donating $500.00 toward the new book drop concrete pad.  Friends of the Library have also donated $2,500.00 toward programs and a mobile display unit.

Next board meeting meeting will be April 10, 2018 at 6pm. Motion to Adjourn was made at 7:30 pm by Janice Kelsey.

Tuesday, February 13, 2018  6 pm

The Tuesday, February 13, 2018 meeting of the WPL Board of Trustees was called to order by Janice Kelsey at 6:01 pm.  Present were trustees Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Travis Jones was absent.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Deborah Gillen to accept and waive the reading of the January minutes.  Sally Smith seconded this motion.

Ayes: 4   Noes: 0  Motion carried

Board Correspondence:  There was no correspondence for this meeting.

 Finance:  Sally Smith made the motion to accept audited vouchers #15-38 for the amount of $13,648.30.  Janice Kelsey seconded the motion.

Ayes: 4   Noes: 0  Motion carried

 Lynda Wick made the motion to transfer $6,000.00 from Gifts/Memorials to Equipment Line Item.  Deborah Gillen seconded the motion.

Ayes: 4   Noes: 0  Motion carried

 Unfinished Business:  Janice Kelsey made a motion to adopt the 2018-2021 Strategic/Long Range Plan and Revised Mission Statement.  Lynda Wick seconded the motion.

Ayes: 4   Noes: 0   Motion carried

 Sally Smith made the motion to adopt amended ByLaws.  Deborah Gillen seconded the motion.

Ayes: 4   Noes: 0   Motion carried

 Deborah Gillen made the motion to adopt the updated Budget Policy.  Lynda Wick seconded the motion.

Ayes: 4   Noes: 0   Motion carried

 Janice Kelsey made the motion to adopt the Revised Conflict of Interest Policy.  Sally Smith seconded the motion.

Ayes: 4   Noes: 0   Motion carried

 Lynda Wick made the motion to adopt the Public Comment Policy. Sally Smith seconded the motion.

Ayes: 4   Noes: 0   Motion carried

 Janice Kelsey made the motion to adopt the Payment and Audit Policy.  Sally Smith seconded the motion.

Ayes: 4   Noes: 0   Motion carried

 New Business:   Board reviewed the painting proposal submitted by Howard Ellis/Ellis Painting and agreed that Lisa Gricius should proceed as planned with the railing improvement project.

 Library Updates:  Construction grants have been approved at the state level.  The new book drop has arrived and will be presented this spring.  The Board will determine whether the concrete sidewalks and pad need to be evaluated and improved at a later date.   The issue of snow removal service will be re-visited before the onset of the winter season at a later date as well.

 Next meeting will be March 13, 2018 at 6pm.

Janice Kelsey made the motion to adjourn at 7:07 pm.

 Warsaw Public Library Board of Trustees Minutes Tuesday, January 9, 2018 at 6 pm

 The Tuesday, January 9, 2018 meeting of the WPL Board of Trustees was called to order by Travis Jones at 6 pm.  Present were trustees Travis Jones, Janice Kelsey, Deborah Gillen, Sally Smith, and Lynda Wick.  Lisa Gricius, Library Director, and Shani Jones, Town Board Liaison, were also present.

A motion was made by Janice Kelsey to accept and waive the reading of the December minutes.  Sally Smith seconded this motion.

Ayes: 5  Noes: 0  Motion carried

Board Correspondence:  Changes to Monthly Agenda.  As per PLS, Lisa stated the agenda should relate to correspondence directed specifically to the Board of Trustees received by the WPL for approval.  Board was in agreement with this.   No correspondence for this meeting.

Finance: Travis Jones made a motion to accept audited vouchers #1-14 for the amount of $5,169.84.  Deborah Gillen seconded the motion.

Ayes: 5  Noes: 0  Motion carried

New Business:  Election of Board Officers 2018.

President:  Janice Kelsey nominated Travis Jones for President.  Sally Smith seconded the nomination.  There were no further nominations for the office of President.  The Secretary cast one ballot for Travis for President.  Travis Jones is now President.

Vice President:  Travis Jones nominated Janice Kelsey for the office of Vice President.  Sally Smith seconded the nomination. There were no further nominations for the office of Vice President.  The Secretary cast one ballot for Janice for Vice President.  Janice is now Vice President.

Secretary:  Sally Smith nominated Lynda Wick for the office of Secretary.  Travis Jones seconded the nomination.  There were no further nominations for the office of Secretary.  The Secretary cast one ballot for Lynda for Secretary.  Lynda is now Secretary.

Long Range Plan.  Board suggested changes to the Mission Statement.  Travis Jones clarified the strategic goals for the Long Range plan.  Board is considering making the Long Range Plan a 4 year goal because of the scope of the project plans.  Board decided to table the decision to adopt the Long Range plan until the February 13, 2018 board meeting so that all of the members have the chance to reread and approve the stated plan.

Next meeting will be February 13, 2018, at 6pm.

Sally Smith made a motion to adjourn.  Meeting was adjourned at 7:28 pm.

Warsaw Public Library Board of Trustees Open Meeting,  Tuesday, December 12, 2017 at 6:00 pm

The Tuesday, December 12, 2017 meeting of the WPL board of Trustees was called to order by Travis Jones at 6:10 pm.  Present were trustees, Travis Jones, Janice Kelsey, Susannah Heubusch, Lynda Wick, Library Director, Lisa Gricius, and Town Board Supervisor, Shani Jones.  Absent was trustee, Sally Smith.  Incoming January board member Deborah Gillen was also present.

A motion was made by Janice Kelsey to accept and waive the reading of the November minutes.  Lynda Wick seconded this motion.

Ayes : 4    Noes: 0     Motioned carried

Correspondence:  The Conable Foundation approved $6,000 toward the purchase of the new outdoor bookdrop as well as materials for the Large Print Collection.

Town Liason Report: None at this time

Finance:  Susannah Heubusch made a motion to accept audited vouchers #197-#215 for the amount of $8,299.47.  Travis Jones seconded that motion.

Ayes: 4    Noes: 0  Motion carried

Maintenance and Repairs:  The library railings still need repair.  Lisa is waiting on more information from Howard Ellis in Perry, NY.

The library is still waiting for the proper pump to be fitted by Hardings for the boiler system.  They have installed a new mother board, but found some of the parts defective.  Travis Jones offered to call on follow up in the progress with Hardings.

Unfinished Business:  Long Range Plan needs to be compiled and organized.

WPL has switched to Joe Parker for plowing

New Business:  none

Director’s and Children’s Services Reports:  Director’s Report  is incorporated in the agenda.  Children’s Service Report is in the Trustee packet.

Next meeting will be January 9, 2018 at 6 pm.

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

Warsaw Public Library Board of Trustees Open Meeting Tuesday, November 14, 2017

The Tuesday, November 14, 2017 meeting of the Warsaw Public Library Board of Trustees was called to order at 6:00 pm by President Travis Jones.  Present were Trustees:  Janice Kelsey, Lynda Wick, Susannah Heubusch, Travis Jones, Library Director:  Lisa Gricius and Warsaw Town Board Liaison:  Shani Jones.   Absent was Trustee Sally Smith.

Lynda Wick made a motion to waive the reading of the Tuesday, October 10, 2017 minutes.  Motion was seconded by Travis Jones.

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

Susannah Heubusch made a motion to approve the audited vouchers #180 – #196 for $4709.64.  Motion was seconded by Janice Kelsey.

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

Susannah Heubusch made a motion to adopt the 2018 Library Budget Resolution No. 17-02 and the motion was seconded by Lynda Wick.

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

A motion was made by Travis Jones and seconded by Janice Kelsey to adopt Resolution No. 17-03 to Override Tax Cap for School District Vote 2018.

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

Personnel:  Library Director Lisa Gricius asked for permission to use some of the funds slated for Trustee expenses to take the staff to lunch.   All of the trustees agreed that she could purchase gift certificates for each staff member to be used toward a lunch.

 Maintenance/Repairs:

            One of the thermostats and heat was not working in a portion of the building.   Harding’s was called and repaired the problem which had to do with incorrect wiring.  At this time they have not completed the second motor mount installation.

One of the latch bolts on the front door (inside right) is not retracting completely when opening the door.  This causes the door to not open properly from the inside and damages the other door in the process.  The door latch does open and retract properly from the outside.  Robb’s has looked at the door and the locking mechanism needs to be removed to ascertain what the problem is.  Until the front door is repaired it will be out of commission.

Howard Ellis from Perry, NY has been called to check the front railing and do the needed repairs.

Unfinished Business:

All the reports from the various focus groups are in for the Long Range Planning.  The results still need to be tabulated.

New Business:

The 2018 holiday closing were discussed resulting in:

Monday,   Jan. 1          New Years Day            Closed

Monday,  Jan. 15         Martin Luther King      Open

Monday,  Feb. 9          Washington’s B’day    Open

Monday, May 28         Memorial Day             Closed

Wednesday,  July 4     Independence Day      Closed

Monday, Sept. 3          Labor Day                    Closed

Monday, Oct. 8           Columbus Day             Open

Monday, Nov. 12        Veterans Day              Open  (closed when it falls on 11/11.  2018                                                                                                               it falls on a Sunday)

Thursday, Nov. 22       Thanksgiving               Closed

Friday, Nov. 23            Day after                     Closed

Monday, Dec. 24         Christmas Eve             Closed

Tuesday, Dec. 25         Christmas Day             Closed

Monday, Dec. 31         New Years Eve            10-3

Director’s  Report:   Included in minutes

Children’s Services Report:   Enclosed in Packet

Susannah Heubusch made a motion to adjourn the meeting.

Meeting Adjourned at 7:15 pm.

Next meeting Tuesday, December 12, 2017 at 6:00 pm

Submitted by Susannah Heubusch

Minutes of the Board of Trustees Tuesday, October 10, 2017

The Tuesday, October 10, 2017 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, Sally Smith, Lynda Wick, Susannah Heubusch, Library Director: Lisa Gricius and Warsaw Town Board Liaison: Shani Jones.  Absent was Trustee:  Janice Kelsey.

Susannah Heubusch made a motion, seconded by Travis Jones to waive the reading of the Tuesday, September 12, 2017 minutes.

Ayes: 4            Noes: 0            Absent:  Janice Kelsey             Motion Carried

Correspondence:  There was none

Town Liaison Report:  The Warsaw Town Board will be voting on the budget on October 11, 2017.

Finance:

Susannah Heubusch made a motion that the audited vouchers #162-#179 for$5269.23 be approved.  Motion was seconded by Sally Smith.

Ayes:  4            Noes:  0           Absent:  Janice Kelsey             Motion Carried

2018 Budget Planning:   There was a math error which was corrected.  Correct amount is $214,436.50.  No other figures were changed.

Personnel:  no report

Maintenance/Repairs:   The 2017/2018 Construction Grant application has been approved by PLS and sent to the State for further approval.  Will not know until next summer whether the State has approved it or not.   Whether the grant is approved or not, the tube and knob wiring will have to be replaced in 2018.

Unfinished Business:  The Long Range Planning: Board Focus Group Summary is finished.  There is to be a Staff Retreat.  Once all the data is in it will need to be reviewed.

New Business:  The Youth Bureau has asked if Mary Conable or Lisa Gricius would be willing to sit on an Early Intervention Committee.  No answer has been given at this time.

Directors Report:  Incorporated into the minutes.

 Children’s Services Report:  Enclosed in the trustee packets

Lynda Wick made a motion to adjourn.

Meeting adjourned at 6:30 pm.

Next meeting Tuesday, November 14, 2017

Warsaw Public Library Board or Trustees Tuesday, September 12, 2017

Minutes on file at the library

Warsaw Public Library Board of Trustees Tuesday, August 8, 2017

President Travis Jones called the Tuesday, August 8, 2017 meeting of the Warsaw Public Library Board of Trustees to order at 6:05 pm.   Present were Trustees:  Travis Jones, Janice Kelsey, Sally Smith, Susannah Heubusch,  Library Director:  Lisa Gricius and Warsaw Town Board Liaison:   Shani Jones.   Absent was Trustee:  Lynda Wick.

Janice Kelsey made a motion to waive the reading of the Tuesday, July 11, 2017 minutes.  Motion was seconded by Sally Smith.

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

 Correspondence:  Received a letter from SHPO that they had reviewed the proposals for restoring the wood windows in the building and the installation of interior storm windows.  The opinion was that the windows are very significant and that this is a great long term solution. OPRHP felt that there would be no adverse impact on the library should we decide to move in that direction.

 Town Liaison Report: Shani Jones reminded everyone that there will be two seats open for Library Trustee and that the Republican Caucus was coming up on Thursday.

Finance:

Susannah Heubusch made a motion to accept the audited vouchers #130- #145 for $10869.64.  Travis Jones seconded the motion.

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

To transfer funds from one category to another a motion needed to be made to approve the transfer.  Travis Jones made a motion that $3700.00 be transferred from Revenues/Grants L2760 to Programs L7410.4: $2500.00 be transferred from Revenues/Gifts & Donations L2760 to Equipment L7410.2 and $8103.00 from Revenue/Grants L2760 to Maintenance/Repairs L7410.  Motion was seconded by Janice Kelsey.

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

Personnel:  An  M.L.S. student from UB will be coming in on August 28, 2017.  She will be working on a project to digitize the minutes of the Monday Club.

New Business: The Library received a grant from Gallivan this year and plans on replacing 1 staff desktop computer, 4 public desktop computers and 4 20″ monitors.  These will all be purchased with 5 year warranties.

Maintenance/Repairs:  The flapper on the toilet in the men’s room needed replacing.  Harding Plumbing and Heating has completed the repair.

Unfinished Business:  Sometime during the week of September 18, 2017 a time will be set up with Ron Kirsop from PLS to meet with focus groups for the Long Range Planning.  Different names were proposed to contact and ask if they would be willing to participate in  one of the groups.

New Business: There was no new business at this time.

Directors Report is incorporated in the minutes.

Children’s Services report is enclosed in packet

Sally Smith made a motion to adjourn the meeting.

Meeting adjourned at 6:50 pm.

Next meeting is September 12, 2017 at 6:00 pm.

Warsaw Public Library Board of Trustees Tuesday, July 11, 2017

President Travis Jones called the meeting of the Warsaw Public Library Board of Trustees to order at  6:00 pm. on Tuesday, July 11, 2017.   Present were trustees:  Travis Jones, Janice Kelsey, Lynda Wick, Susannah Heubusch, Library Director:  Lisa Gricius.  Absent were Trustee: Sally Smith and Town Board Liaison: Shani Jones.

Lynda Wick made a motion seconded by Janice Kelsey to waive the reading of the June 13, 2017 minutes.

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

Correspondence:  None

Town Liaison Report:  Travis Jones will inform the Town Liaison that the Board of Trustees needs a  Letter of Approval from the Town for the Construction Grant.

Finance:   Susannah Heubusch made a motion to approve the audited vouchers #115- #129 for $5408.10.  Motion was seconded by Travis Jones.

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

 Personnel:  As two staff members are having some health issues, work schedules will vary from day to day as needed.

New Business:

1)  As the summer Saturday hours of 10:00 am to 1:00 pm seem to be popular with the majority of patrons a motion was made by Susannah Heubusch to change all the Saturday hours to 10:00 am to 1:00 pm.  Motion was seconded by Lynda Wick.

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

2) Susannah Heubusch made a motions that we accept the completed Assurances Form for the 2017 Construction Grant.  Motion was seconded by Travis Jones.

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

3)  The Town Board has indicated that they would prefer not to continue sending the Library Board a copy of the Library’s  Bank Statement.   The Library Board feels that we should continue receiving the bank statements as  it pertains to the Library’s finances.

Maintenance and Repairs:  Harding’s Heating and Plumbing have completed the repairs and maintenance of the air conditioning system.  The boiler still needs some work and the air conditioner will need more work in the future.

Unfinished Business:  None

Director’s Report:   The Director’s report is incorporated into the minutes.

Children’s Services Report:  The Children’s Services Report is included in the meeting packet

Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at at 6:40 pm.

Next meeting of the Board of Trustees will be on  Tuesday, August 8, 2017 at 6:00 pm.

Warsaw Public Library Board of Trustees Tuesday, June 13, 2017

The Tuesday, June 13, 2017 meeting of the Warsaw Public Library Board of Trustees was brought to order by President Travis Jones at 5:55 pm.  Present were trustees:  Travis Jones, Janice Kelsey, Sally Smith, Susannah Heubusch, Library Director:  Lisa Gricius and Town Board Liaison:  Shani Jones.   Absent was Trustee:  Lynda Wick.  Also present was guest Ron Kirsop Asst. Director from the Pioneer Library System.

The floor was turned over to Mr. Kirsop as he outlined “Strategic Planning for Member Libraries”.   He outlined several steps that could be taken by the Library to pull together a Long Range Plan from which the library could work to improve its services to the community.  To get feedback from the community it was suggested a short survey be developed.  Possibly focus groups and interviewing community leaders.

 Secretary’s Report:  Janice Kelsey made a motion to approve and waive the reading of the Tuesday, May 9, 1017 minutes.  Motion was seconded by Sally Smith.

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

 Correspondence:   An email was received stating that the Warsaw Public Library’s application for a Construction Aid Grant had been approved.

Town Liaison Report:  None

 Finance:    Susannah Heubusch made a motion seconded by Travis Jones that the audited vouchers #92 – #114 for $6028.22 be approved.

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

The Warsaw Central School Levy passed and the Library will receive the requested $38950.00 by the end of the year.

Personnel:   As the minimum wage will go up again in January 2018 the Library Director presented the board with the proposed wages for the staff for 2018.   Susannah Heubusch made a motion that the payroll as presented be approved.  Motion was seconded by Travis Jones.

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

New Business:   Library Director presented the Board with the 2018 proposed budget for board members to read over.  No vote was taken at this time.

Some patrons have mentioned to the Library Staff that they miss not having the Library open on Saturdays during July and August.  After a brief discussion Travis Jones made a motion that the Library be open in July and August from 10:00 am to 1:00 pm in 2017 on a provisionary basis.  If patronage did not merit the change it would revert back to being closed on Saturdays in July and August in 2018.   Motion was seconded by Sally Smith.

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

If patrons like the July and August, Saturday hours of 10:00 am to 1:00 pm the rest of the Saturday hours may be changed as well.   No decision will be made until we see how well the July and August hours are attended.

 Maintenance/Repairs:   The 2016/2017 Construction Grant was approved in the amount of $9004.00 for the Fire Panel and Elevator upgrades.  The Director will work with System to complete the grant process.

Unfinished Business:   None

Director’s Report & Children’s Services Report:   Directors Report is incorporated into the minutes.  Children’s Services Report is enclosed in packet.

Susannah Heubusch made a motion to adjourn the meeting.

Meeting adjourned at 7:30 pm.

Next meeting will be on Tuesday, July 11, 2017 at 6:00 pm

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