Bristol Library Board of Trustees Meeting -  Monthly Minutes

Bristol Library board meeting December 17, 2019 - DRAFT


Call to order 7pm. Diane Fudalik and Ann Lane were absent. Present: Liz Smith, Mimi Litsche, Nick Cohen, Lynn Cronise, Mary Kay Golisano and Manager Fran Denardo.

There was no public comment. 

Secretary's report:
Mimi called to adopt last month's minutes. Lynn seconded the motion. All in favor. 

Finance Report:
As Mary Kay Golisano's term will be finished at the end of December, Liz will sit in during the year-end financials with Mary Kay and Fran.  Some minor changes to accounting for "other income" were discussed and will be implemented for next year.

The library's reserve savings accounts were briefly discussed.   Ideas for investing some of these reserves in savings options other than bank savings were discussed and tabled for next year when more information is gathered on various options and possible advisors.Mimi moved to accept the finance report. Nick seconded the motion. All in favor.

Volunteer Committee: All trustees read the report.

Managers Monthly Report:
Fran went to the Santa event at the firehouse on Dec. 7 and made a great impression. She was asked to come back next year. Fran has promoted fire safety information at the library and displayed a poster urging patrons to consider volunteering for the fire department. Fran also participated in The Super Saturday Hometown Event with Super Grover at FLCC on Saturday Dec. 14.The ROC the Day event for Giving Tuesday on Dec 3 brought in a little more than past years. Some felt educating the public on how our association library works may help in promoting more donations.  Also many patrons might not feel comfortable donating online.  Other ideas for soliciting donations were discussed.

Fran announced upcoming staff shortages due to a clerk leaving in January.  It was decided to post a job opening. 

Old Business:
Mimi asked if the generator was a “stand alone," which it is. It needs to be scheduled for its yearly maintenance.  Potter Heating who perform our yearly furnace/AC maintenance has provided the name of a company in Rochester who perform generator check-ups and they will be called to schedule maintenance.

The Proposed Budget for 2020 was discussed.  A few minor changes to account for a new fund-raiser in the Spring of 2020, self-checkout equipment for the library, and an increase in the yearly website subscription fee were discussed and the budget was balanced. The new budget is $70, 551.00.  Mimi moved to approve the 2020 budget, Lynn seconded the motion. All in favor. 

Library sign update - The sign should go up in February/March of 2020. A down payment for materials has been made to the sign-maker.  The board discussed having a dedication ceremony after the installation in the spring.

Fees for instructors who teach on-going classes at the library was discussed.   It was decided to make no changes to the current system of providing classes to the public at no charge to participants, other than for materials used.

Liz and Fran will plan to reach out to the Bloomfield, Canandaigua and Naples school boards before their next budgeting season for additional funds for our library since their residents use our library on a regular basis. 

Board vacancy - several community members were brought up as possible candidates. Liz and Fran will reach out to them to see if they are interested in serving on the Board.

Policy update committee agreed to meet in January to start the process of reviewing our current policies and adding new ones as needed.

Mary Kay Golisano was thanked for her service as trustee and financial officer as her term expires on Dec 31, 2019.

Adjourned 8:55pm 

Meeting notes submitted by Lynn Cronise, sitting in as Secretary.

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November 19, 2019

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Finance Officer Mary Kay Golisano, Secretary Diane Fudalik, Trustees  Nick Cohen, Lynn Cronise, Mimi Litsche, and manager Fran De Nardo.  Trustee Ann Rogers-Lane absent. 

            

Approval of Meeting  Minutes:

Motion was made by Trustee Mimi Litsche to approve September and October Meeting minutes, 2nd by Lynn Cronise.  All approved.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Nick Cohen made motion to approve the reports and Trustee Lynn Cronise 2nd.  All were in favor.

 

Manager’s Monthly Report

   Programming:
 In October the new evening book club met at Noble Shepherd Brewery. The first meeting had 6 people and now we are up to 8 already. We also have a name for this book club: The First Draught Book Club. AARP class we had 21 participants, yielding 2 new patrons. Trunk or Treat had a total of 202 people 0 to 55+ participants (0-5: 88, 6-12: 29, 13-17: 8, 18-29: 9, 30-54: 51, 55+: 17). The Great Give Back yielded 3 full totes and 5 boxes of baby diapers. (See Thank you card) 

In November:
 Friday November 15th Prose & Poetry.
Tuesday 18th Pre-School Story Time.

 Wednesday 19th First Draught Book Club. 

In December: Special/ Non-regular programming. 

  •  December 7th I will be representing our Library at the Bristol Fire Department and do a short Christmas Storytime before Santa Arrives. I will also have information about our library, December and January calendars, bookmarks, a flyer on all the programs we have to offer.

  •  December 11th we have a free Santa and the photographer we had last year also free. We will be giving books to the children, which I also received free from another library. 

 

  • Library Use Data: October 2019 compared to 2018

2019                                      2018

Door Count     693                  637                                                                             

Computer Use  34                    10                                                                                            

Reference Questions 252         234

New Patrons              6              4

Total # of Programs   20            15

Total Attendance      364           305     

 

Harold Hacker Grant is closed.  Library is in full compliance.

New CD accounts with Canandaigua National Bank:  Both CDs will be renewed for 10 Months. Motion to approve by Trustee Diane Fudalik, 2nd by Trustee Mary Kay Golisano 2nd, all approved.

 

Volunteer Committee: 

The Volunteers met on Wednesday October 23 at 3:45.  We scheduled shelving in the  library for Tuesdays, Thursdays, and Saturdays for November.  We also finalized plans for the election Day Bake Sale. Baked goods can be left at the library on Monday and Tuesday and Diane Fudalik will pick them up before 3PM and take them to the fire hall.  Harmony Circle ladies will meet the library volunteers at the fire hall to help with pricing items and taking money.  Sale will run from 4 to 6 during the chicken bar-b-que.  

 

Fran DeNardo discussed the library’s Sexual Harassment policy with the volunteers.  We participated in a short question and answer period and then signed the library agreement which stated the volunteers understood the policy.  These forms will be kept in the Volunteer Notebook.  

 

The next meeting will be a week early because of Thanksgiving.  We will meet on Wednesday November 20 at 3:45.  It was also decided that there will not be a meeting in December. 

Old  Business:

Town of Bristol 2020 funding and budget planning:  Town of Bristol has agreed to a 4.8% increase in funding for 2020.  Trustees Ann Rogers-Lane and Mary Kay Golisano will meet with Fran DeNardo before the next BOT meeting to work on the 2020 library budget.

 

Library sign update and discussion: Board Members went over the final proposal from Historic Restoration Signs and a motion was made by Trustee Mimi Litsche to approve the proposal. Trustee Liz Smith 2nd.  All approved.  Trustee Liz Smith will contact Ian McDonald that he can start work on the sign.

Report on staff wage overages 2019:  Board will continue to monitor this with Fran DeNardo

 

2020 Census/Bristol Library’s role:  Discussion regarding the Library being involved with providing computers for the public to complete the census in the library was held.   A motion was made by Nick Cohen that we do not have the space or budget to provide this service, 2nd by Lynn Cronise, all approved.

 

Self-Checkout inquiry update:  Fran DeNardo provided cost to the library for self-checkout for patrons.  This will be added to the 2020 library budget.

 

Nomination committee update:  Request for new trustees needed will be placed on social media, and posted in the library.

 

Insurance update:  Stan Steele Insurance Agency was contacted, and all the library insurance is up to date.

 

Holiday Closings 2020:

New Year’s Day Wednesday January 1st  

President’s Day Monday February 17th

Memorial Day Weekend Saturday May 23rd & Monday May 25th

July 4th Saturday

Labor Day weekend Saturday Sept 5th & Monday Sept 7th

Columbus Day Monday October 12th

Veterans Day Wednesday November 11th

Thanksgiving Wednesday November 25th & Thursday 26th

Christmas Thursday December 24th and Friday December 25th

New Year’s Eve Thursday December 31st

 

Motion to approve 2020 Library Closings by Nick Cohen, 2nd by Lynn Cronise, all approved.

 

New Business:

Thank you note was received from the United Church of Bristol for the donation to their food cupboard from the Great Give Back.

 

Meeting adjourned at 9PM.  Motion to adjourn made by Trustee Liz Smith, 2nd by Trustee Diane Fudalik.

 

Next meeting will be held at 7PM on Tuesday December 17, 2019 

Respectfully Submitted 

Diane Fudalik, Secretary

Nov. 25, 2019

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October 15, 2019

 

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by  Vice President Ann Rogers-Lane.

Roll:

Present: Vice-President Ann Rogers-Lane, Secretary Diane Fudalik, Trustees,  Nick Cohen, Lynn Cronise, Mimi Litsche, and manager Fran De Nardo.  Trustees Liz Smith, and Mary Kay Golisano were absent. 

 

Public Comment Time:

            Ian MacDonald from Historic Sign Restoration presented new sign ideas. The board decided a final design and Mr. MacDonald will write up a quote for the next board meeting.

 

 Staff members, Mary Jane Stubings and Kim Stresing spoke to the board about needing more hours at the library, specifically for non-open hours to  work on ordering books, weeding books and cleaning in the library.  As library hours have decreased, they are finding a limited amount of time to do office work while taking care of the increase of patrons during open hours.  The Trustee Ann Rogers-Lane suggested that Fran look at adding salary amount to the 2020 budget to help with this problem.

 

Approval of Meeting Minutes:

A motion was made by Mimi Litsche and 2nd by Lynn Cronise to amend September minutes to include the discussion regarding 2020 census suggested by Trustee Nick Cohen.  All approved.  A draft copy of the minutes with the amendment will be posted on the website and will be put to approval at the November meeting.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Mimi Litsche made motion to approve the reports and Trustee Nick Cohen 2nd. All were in favor.

 

Manager’s Monthly Report:

Wednesday October 9th Mini Tech Class/ How to use your tablet and cell to download e-books and audios. This is being taught to satisfy the Harold Hacker Grant, to prove we do not need further evaluation to see if we need a portable computer lab. 
 

We are set up for the Great Give Back. The Tub is labeled and book marks were made and placed in books as people check out. It is also being advertised via a poster on the display board (door), Outdoor display, on our web page and newsletter and on our monthly calendar.

 

Harold Hacker Award Status: Fran is waiting to hear back from the grant committee to see if the library has satisfied the requirements to close the grant. A class was offered in the library using the laptop purchased with the grant funds.  The library will also continue to offer classes on using tablets to loan e-books.  

CD Maturity:  The 7 month CD has matured and there is another CD which matures on November 22, 2019.  A motion was made by Trustee Mimi Litsche to keep the matured CD in savings and to roll over the November CD.  Trustee Diane Fudalik 2nd, and all approved.

Library Use Data: September 2019 compared to 2018

 

2019.  2018

 

Door Count*

 

397     398

 

Computer Use

17        13

 

Reference Questions

163      143

New Patrons

1        3

Total # of Programs

16       12

Total Attendance

130      90

Volunteer Committee: 

At the September 25thvolunteer meeting we scheduled shelving in the library for October on Tuesdays, Thursdays, and Saturdays.It was decided to use the remainder of the Aldi gift card to purchase snacks for the AARP Driving class on October 19thinstead of volunteers providing snacks.  The volunteers were also invited to participate in Trunk or Treat on Monday October 28th.  

At our next meeting on October 23 we will give a short presentation of the Sexual Harassment Training. This is to fulfill the state requirement that all employees must complete.  Their participation is not required, but it is a way to let them know about the library’s policy.  All library Trustees are welcome to attend this session.  After the meeting, the volunteers decorated the library for Halloween. 

The next volunteer meeting is October 23rdat 3:45.

 

Old  Business:

2020 Budget Planning: Trustee Liz  Smith sent a letter requesting an increase of funding from the Town of South Bristol.  

 

New signage decision: Design, entrance and exit signs:  It was decided the entrance and exit signs were not needed. 

 

NYS Construction Grant update:  Grant application has been sent to PLS waiting for approval.

New Business:

A letter was received from the Christian Ed. Committee of the United Church of Bristol thanking the library for the donation of items from the library Summer Reading Program.  They used them for the Sunday School Carnival and the children enjoyed the treasures to add to their goodie bags.

 

Meeting was adjourned at 8;40 PM. Motion to adjourn made by Trustee Mimi Litsche and 2ndby  Trustee Lynn Cronise and all approved.

 

Next meeting will be held at 7PM on Tuesday November 19, 2019 

Respectfully Submitted 

Diane Fudalik, Secretary

October 25, 2019

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September 17, 2019

(Draft)

 

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, Financial Officer Mary Kay Golisano 

 Secretary Diane Fudalik, Trustees,  Nick Cohen, Lynn Cronise, ,manager Fran De Nardo.  Trustee Mimi Litsche absent.

 

Approval of Meeting  Minutes:

Trustee Ann Rogers-Lane  made a motion to approve the August Meeting minutes and Trustee  Lynn Cronise 2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Ann Rogers-Lane made motion to approve the reports and Trustee Liz Smith 2nd.  All were in favor.

 

Manager’s Monthly Report

  •  Summer Reading: This year we had a total of 24 Children, 12 Teens and 14 Adults. The Children read a total of 10848 minutes and the teens read 16272 minutes. We had a total of 14 programs, with 126 total attendance. In addition to the programs with instructors including Storytimes we had 17 self directed or passive programs where STEM materials or kits were left out for patrons to explore. Of those passive programs we had approximately 47 total participants.

  • We are not renewing the movie license due to the few number that show up for movies. The attendance does not justify annual fee.

  • New and added programs for the upcoming months: 

In September:

  • We already started the additional Memoir writing group that meets on Mondays at 3PM.

  • New Book Club to start at Noble Shepherd on Rt 20A.

On Wednesday September 18th 6 to 7PM we will have our first monthly evening book club meeting at Noble Shepherd Micro Brewery on State Rt 20A

  • In October:

  • Saturday the 19this the AARP class for 9 to 4PM.

  • Monday the 28thwe will be doing Trunk or Treat, like last year 6 to 7PM.

Annual Letter donations: update.  Approximately $2500. donated from our annual letter drive.

Harold Hacker award update:  Fran will plan a class for Kindle users, which she will document to send to the RRLC grant committee to close out the grant.

Sexual Harassment Training: Staff completed training, BOT members and volunteers will do a short training at the next Volunteer committee meeting on October 23.  

Fran gave a full report on her attendance at the ARSL conference in Vermont.

 

Library Use Data: August 2019 compared to 2018

 

2019.   2018

Door Count*

466.   594

Computer Use

24   13

Reference Questions

215  262

New Patrons

2.      3

Total # of Programs

11.     15

Total Attendance

73.    145

Volunteer Committee: 

At the last volunteer committee meeting August  28, we scheduled shelving in the library on Tuesdays, Thursdays, and added Saturdays. We discussed that Liz Smith, Board President will be presenting the 2020 library budget to the Bristol Town Board meeting on September 9that 7PM and asked any volunteers to attend to give support.  

We also discussed upcoming events.  The volunteers will provide snacks for the October 19thAARP Driving Course. We will have a sign up sheet at the September meeting.  The library will also have Trunk or Treat night on October 28th.  

The Barn Quilt for the library will be worked on as a fall/winter project.  So far 20 area residents have signed up to have quilts on their barns and included on Ontario County Finger Lakes Quilt trail map.

Ideas for a Christmas fundraiser was tabled until the next meeting.  The wreaths that were done last year was discussed, plus brainstorming some other ideas.  

The next volunteer meeting is Wednesday September 25, at 3:45.

 

Old Business: 

Plans for the Great Give Back on October 19th: Library will do a food drive for the Food Cupboard at the United Church of Bristol on Baptist Hill Rd. Donations will be taken the week before and on Saturday October 19.
Rummage Sale/BBQ on August 24: approximately $400 was made through this fundraiser NYS Construction Grant Update: Application was completed and submitted. Thank you to Trustees Nick Cohen and Liz Smith for all your hard work on this initial part of the project! Results of Meeting with the Town of Bristol Board re: 2020 Library Budget: Town Board was very receptive to Fran’s and Liz’s reports. They understood the challenges the library faces with State cuts and increasing costs. 

Update on 2020 census : Discussion regarding cost of devoting a computer, a screened private area, and personnel to monitor the process. We also discussed whether there really was a need in town for a dedicated computer station (both cost-benefit considerations ) and security of on-line census completion. This subject was tabled to the next BOT meeting will Trustee Liz Smith gathers more information from PLS>
Self-checkout inquiry: waiting to hear from PLS technical dept. 

 

New Business:

  Library sign: Trustee has been in touch with Historic Sign Restoration. Board discussed using money from 2019 construction grant for new sign.  Motion was made by Trustee Nick Cohen to approve , second by Ann rogers-Lane, all approved.  Trustee Liz Smith will contact Ian McDonald at the sign company to begin new design.

Meeting Adjourned:

  Meeting was adjourned at 8:50 PM. Motion to adjourn made by Trustee Ann Rogers-Lane and 2nd by Trustee Mary Kay Golisano and all approved.

Next meeting will be held at 7PM on Tuesday October 15, 2019 

 

 

Respectfully Submitted 

Diane Fudalik, Secretary

September27, 2019

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Bristol Library

August 20, 2019

 

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, Secretary Diane Fudalik, Trustees,  Nick Cohen, Lynn Cronise, Mimi Litsche,  manager Fran De Nardo.  Financial Officer Mary Kay Golisano absent.

 

  Approval of Meeting  Minutes:

Trustee Ann Rogers-Lane  made a motion to approve the July Meeting minutes and Trustee Nick Cohen  2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Ann Rogers-Lane made motion to approve the reports and Trustee Mimi Litsche 2nd.  All were in favor.

 

Manager’s Monthly Report

 

  Summer Reading is doing very well. Some children are reading hours a day to earn the free Minnehans Fun Center prizes. 


 Brian Malott got us track lighting for the DVD area and set it up for us free. The only cost was the light LED bulbs.The No Smoking signs were installed by each doorway by Fred. Two signs were installed on green poles he got from the town. 


Harold Hacker award update: Fran DeNardo will email Rochester Regional Library with documentation to closeout grant.

Sexual Harassment Training of Staff and Board: Paid employees are required to have training. It will be open to Trustees and volunteers also.

We will participate in the Great Give Back Day of Service at the Public Libraries of New York State on October 19th.  We will do a food drive for the local food pantry.  

     Monthly Statistics:

Door Count:                522 (2019)                599 (2018)

Computer Use              23  (2019)                16    (2018)

Reference Questions 169 (2019)                 298  (2018)

  New Patrons                7   (2019)                13     (2018)

  Total Programs            15  (2019)                17    (2018)

  Program attendance  138 (2019)               182   (2018)

Volunteer Committee: 

The volunteers met on Wednesday July 24th.  We discussed the Rummage Sale to be held on Saturday August 24 from 9am to 1pm.  Set up will be on Friday August 23 at 3pm to put up tents, tables and price items in shed.  Set up on Saturday will be at 8am.  Volunteers signed up to help at both times and during the sale to help with sale, and grilling hot dogs.  The library will take book donations.  Book sale will be the same as at Bristol Fun Day, fill a bag and make a donation.

Liz gave an update on the Barn Quilt project.  Ten people in the area have shown interest in painting and displaying a Barn Quilt at their property.  A Barn Quilt was donated to the Town Hall to be displayed on their building. Preparations are ongoing for the Barn Quilt for the Library, with possible completion this fall.  Volunteers also signed up to do shelving in the library on Tuesdays and Thursdays. The next meeting is scheduled for August 28that 3:45.

Old  Business:

  

Library and community rummage  sale/BBQ on August 24th:   Volunteers are signed up to help on Friday August 23rd for set up and on August 24 during the sale.  Advertising is being done through posters in the library and on social media and the Pennysaver.

Continue participation in ROC the Day December 3, 2019.  Fran has registered the Bristol Library.

NYS Construction Grant update/Submission approval for the Board vote: 

Proposal to apply for the 2020 NYS Construction Grant not to exceed $10,000 was discussed. Motion to approve by Ann Rogers-Lane, 2ndby Lynn Cronise, all approved.

Formation of Nominating Committee for new trustee, officers:  Ann Rogers-Lane and Lynn Cronise will head  this committee.  

Proposal for meeting with Town of Bristol Supervisor prior to budgeting: Liz Smith,  Fran DeNardo will go to next Town of Bristol board meeting on September 9th to present 2020 library budget needs and discuss partnering with the town regarding upcoming census which will be completed primarily on-line.  There will be a need for a dedicated computer for community members to file their census if they do not have access at home.  Liz Smith and Fran DeNardo will compile information for this before the meeting.

  

New Business:

  Feasibility of adding a self-checkout at the library:  Fran DeNardo will look into this through PLS.Libraries and the upcoming 2020 Census:  Liz Smith will get more information for the next BOT meeting regarding privacy  and a dedicated computer for the community  at the library.

  

Meeting Adjourned:

  Meeting was adjourned at 8:57PM. Motion to adjourn made by Trustee Ann Rogers-Lane and 2nd by Trustee Diane Fudalik and all approved.

 

Next meeting will be held at 7PM on Tuesday September 17, 2019 

 

Respectfully Submitted 

Diane Fudalik, Secretary

 

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 Board of Trustee Minutes: Meeting of July 16,2019                                                      

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, Financial Officer Mary Kay Golisano,  Secretary Diane Fudalik, Trustees, , Nick Cohen, Mimi Litsche,  manager Fran De Nardo.  Ron Kirsop from Pioneer Library System.

 

 Guest Presenter: Ron Kirsop PLS Director:  

  Ron Kirsop addressed the  Board to stagger our Trustee length of service terms to be in compliance                       with state guidelines.  It was proposed that President Liz Smith continue her term for one more year in accordance with our by laws to be compliant with the state.  Ron also went over the Roles and Responsibilities of 2019 for Trustee and Director from a PLS workshop.  Discussion was concluded and Ron Kirsop departed the meeting at 7:45.A motion was made by Trustee Ann Lane and 2nd by Trustee Mary Kay Golisano to approve the addition of one year to Trustee Liz Smith’s term to 2020.  All approved.

 

 Approval of Meeting  Minutes:

Trustee Mary Kay Golisano  made a motion to approve the June Meeting minutes and Trustee Nick Cohen  2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Ann Rogers-Lane made motion to approve the reports and Trustee Diane Fudalik 2nd.  All were in favor.

 

Manager’s Monthly Report

 

  A display on the Seneca Army Depo White Deer was on display in June.  Lots of patrons showed interest.  Fran has the contact info to have someone speak at the library about the white deer in the future.

  The Bristol Historical Society will be bringing display panels to hang some historic photos.

  Summer reading has started.  So far 33 Children/YA and  Adults have signed up.

  We received gift cards totaling $250 from Jim Stubbings to use to raffle for summer reading prizes.

 Monthly Statistics:

Door Count:                392 (2019)                474(2018)

Computer Use            7  (2019)                     14 (2018)

Reference Questions 155 (2019)                 298 (2018)

 New Patrons              2      (2019)                10  (2018)

 Total Programs          12(2019)                   12  (2018)

 Program attendance  117 (2019)               146  (2018)

 

 

 

 

Volunteer Committee Report: 

                     

June 26, 2019

There were 10 volunteers at the June meeting.  They signed up to shelve in the library on Tuesdays and Thursdays in July.  

 

Mary Pestle volunteered to bake gingerbread cookies for the craft on July 25thfor Christmas in July.  Fran asked if cookies could be made for the children to decorate. 

 

The volunteers agreed to hold a rummage sale on Saturday, August 24th(rain date, Sunday August 25th) to sell the extra furniture and supplies that are in the shed.  The sale will be from 9AM to 1PM on the library lawn.  We will sell spaces for the public to sell yard sale items and garden veggies.  We will also have hot dogs available for a donation.  At the July meeting we will go through the items in the shed and possibly price them for the sale.  We will not take donations from the general patrons, but volunteers may bring in items in good condition.  We specified no clothing.  

next meeting  of Volunteers will be on July 24th at 3:45.

 

   

Old  Business:

 Remaining issues from June meeting to be voted on, including Annual report  were discussed.Motion was made by Trustee Nick Cohen and 2nd by Mimi Litsche to approve.  All were in favor.

 New Non-smoking policy draft was discussed along with new signs received by Ontario County  alliance for clean air.  Trustee Mary Kay Golisano made a motion to approve, 2nd by Trustee Ann Rogers-Lane. All approved.

 

Policy updating plan: Fran will go over existing policies.  Trustees Liz Smith and Mini Litsche will  form a committee to have policies in place by 2021 to be in compliance with the new mandate.  

 2018 NY State construction grant has been given an extension for completion by June 2020. Remaining $843 must be spent before finalization of this grant can be completed.New 2020 NY State Construction grant will be submitted as proposed.

 Annual Letter: 2019 Donations received to date were $2,140. ,and thank you notes are being sent.

 

  

New Business:

  Yoga at the  library? Discussion regarding possible program tabled to next year. 

  Request from Congressman Chris Collins office regarding reading to children and donating books:

  Trustee Liz Smith will respond to any further requests from his office as to the library’s policies.

   

  Meeting was adjourned at 9:45PM.

Motion to adjourn made by Trustee Ann Rogers-Lane and 2nd byTrustee Liz  Smith and all approved.

Next meeting will be held at 7PM on Tuesday August 20, 2019 

 

Respectfully Submitted 

Diane Fudalik, Secretary

July 26, 2019

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June 18, 2019

Minutes for Meeting:

Call to Order at 7:02PM

The Bristol Library Meeting was brought to order by President Liz Smith

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, Financial Officer Mary Kay Golisano,   Trustee, Nick Cohen, manager Fran De Nardo. 

Approval of Meeting  Minutes:

Trustee Ann Rogers Lane made a motion to approve the May Meeting minutes and Financial Officer Mary Kay Golisano  2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Bills reviewed.  

 

Manager’s Monthly Report

                        

Programs and Events: This year for the Summer Reading program. we will have Wild Wings again and Marty Snyder and the news van.  The Ice Cream Social and Summer Reading Kick Off is scheduled for Friday June 21 from 6 to 8PM. Like last year. Fran’s duo Cosmic Force will perform. 

 

Personnel:  Mary Jane Stubbings will be out for a week and will return to work on June 27, 2019.

Fran attended various seminars at PLS.   Discussion was held concerning the library manager’s time management, administrative and operational priorities, and education.

 

PLS: The library’s circulation of Overdrive has increased and the fees the libraries pay is usage-based.  Next year, our fee to PLS may increase due to the increased usage. 

  

Monthly Statistics:

Door Count:                548 (2019)               447 (2018)

Computer Use            2     (2019)                    13 (2018)

Reference Questions 149 (2019)                 209 (2018)

New Patrons              1      (2019)                  3 (2018)

Total Programs          18   (2019)                 16 (2018)

Total  Attendance      171  (2019)              128 (2018)

        

Volunteer Committee Report:

The volunteer committee met on May 22, 2019.  Shelving time was scheduled. Volunteers signed up for Bristol Fun Day.  Spring clean-up was discussed, and volunteers signed up to help.  Also, Volunteers signed up for set-up and serving for the Ice cream Social on June 21st.

 

The next committee meeting is scheduled for June 26, 2019 at 3:45.

Old  Business:

 

2017-18 Construction grant:  The library underspent grant funds by $843.  it became obvious when we were filing the final report to get our 25% back.  We were informed by Ron Kirsop that if we returned the money to NYS it could work against us for future grant applications. Moreover, the state had already allocated a line item and didn’t want to take money back. With the aid of Ron Kirsop, we filed a progress report update to extend the closeout of our project. On June 12, 2019, we received notification from the state we were granted an extension through June 30, 2020.  When it is decided how the shortfall will be spent, we are to submit an Amendment of Scope for which Ron provided to the library. 

 

NY State Construction Grant 2019: The library submitted a grant proposal for pavement repairs, additional lighting, grab bars and fire/intrusion protection under the heading of safety and security for a total of $18, 956.  The NYS approved budget for construction aid to libraries was reduced from 34 to 14 million and the amount awarded to PLS was $377,000. PLS received applications totaling 2.5 million so made major cuts based on: a) size of library and b) previous funding history. The PLS construction board (made up of members whose libraries did not apply) awarded Bristol $3,017. Discussion held as to whether the library should submit a much smaller construction project in the  amount of $3,047 or should the library continue with its original request.  The Board agreed we should convey our intent to submit a full application and an email will be sent to Ron Kirsop to that effect.    

 

Bristol Fun Day June 9, 2019:  The food tent and book sale went very well.  To fund the purchase food and supplies for the food tent, Wegmans and Aldi provided $300 and $100 respectively. Trustee Ann Rogers Lane submitted an itemized accounting of all food tent purchases made and associated costs.    We made $1292 profit from the food tent and $1106 profit on the book sale. 

 

Annual Letter: Letters were sent to Bristol residents the of April 23rd and we have received donations.  Fran is keeping an accounting of all donations and thank-you letters are being sent as donations are received. 

 

Library Survey:  Trustee Ann Rogers Lane provided the compiled results to the Board.  The 61 respondents rated the library (9.1), programs and events (8.8), circulating material (8.8), and staff (9.6) very highly.  Related to programs, yoga, historical presentations, and cooking classes were the top-three most requested types of programs.  Nearly a third of the respondents provided email addresses to receive the newsletter while no respondents indicated an interest in volunteering for the library. 

 

Ice Cream Social and Summer Reading Kick-off: Left-over hot dogs, drinks, and snacks from Bristol Day will be used. Trustee Liz Smith applied for a grant from Byrne Dairy and they will supply the ice cream at no charge. 

 

 

New Business:

Bristol Historical Society:  The BHHS has requested to display a collection of historic photos and the library.  It was agreed this was appropriate to display at the library.

 

2020 Planning and Calendar: Trustees Liz Smith and Ann Rogers Lane presented a draft 2020 Bristol Library Board planning calendar that focuses on the recurring fund-raising projects and events sponsored by the Board. Trustee Mary Kay Golisano suggested financial planning events such as budget preparation and annual reporting be included.  It was also discussed that the library manager should prepare a similar yearly programming calendar for recurring programs such as the summer reading program and story times.

 

Trustee term expirations and Board turn-over:  Some potential candidates for the Board were discussed. President Liz Smith agreed to extend her term one more year in order to ease the transition over the next year.  

 

Action Items

Fran to submit smoking policy for review and approval.

Financial projects (Budget and Annual Report) to be added to the Board 2020 Plan Calendar.

            

Meeting Adjourned:

Meeting was adjourned at 9:30 PM. Motion to adjourn made by Trustee Ann Rogers Lane and 2nd by Trustee Mary Kay Golisano and all approved.

Next meeting will be held at 7PM on Tuesday July 16, 2019 

 

Respectfully Submitted 

Ann Rogers Lane, Acting Secretary

July 12, 2019

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May 21, 2019 : Minutes for Meeting:

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, ,  Secretary Diane Fudalik, Trustees, Lynn Cronise, Nick Cohen, Mimi Litsche,  manager Fran De Nardo.  Trustee Mary Kay Golisano absent.

 

 

  Approval of Meeting  Minutes:

Trustee Ann Rogers-Lane made a motion to approve the April Meeting minutes and Trustee Mimi Litsche 2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Library taxes have been completed by the accounting firm, need Financial officer Mary Kay Golisano’s signature.  Trustee Diane Fudalik made motion to approve the reports and Trustee Liz Smith 2nd.  All were in favor.

 

Manager’s Monthly Report:

 

The library is gearing up for Summer Reading.  This year we will have Wild Wings again and the                             Petting Zoo.  Have contacted Mary Snyder to bring out the Channel 13 Weather news van.  Ice Cream Social and Summer Reading Kick Off is scheduled for Friday June 21 from 6 to 8 PM. Fran DeNardo’s duo Cosmic Force will be playing.   For Open House we had approximately 30 people for the Cumming Nature Center presentation. Attendance that day was 58.

 

Ladies Night Out: A total of $1507.50 was raised. 

 

 For the Lady Long Rider we had a packed house with 53 in attendance.  There were people from Rochester and Buffalo who attended after seeing the advertising on social media.

 

 Staff meeting on May 14th welcomed Mary Jane back, welcomed Carol on board and planned for Summer Reading and future events. Everyone was reminded to please ask all patrons to fill out the library survey.

 

  Monthly Statistics:

 

Door Count:                449 (2019)                460 (2018)

Computer Use            6      (2019)                  7    (2018)

Reference Questions 149 (2019)                 256 (2018)

  New Patrons              1      (2019)                3      (2018)

  Total Programs          16    (2019)                13   (2018)

  Program attendance  179 (2019)               139  (2018)

 

 

Volunteer Committee

            

The volunteers met on Wednesday April 24th.  We had low attendance but were able to complete pricing items for Ladies Night Out and assemble the raffle baskets.  We finalized signing up to bring refreshments for that night.  

Volunteers also signed up for shelving in the library on Tuesdays and Thursdays.

Our next meeting will be Wednesday May 22, at 3:45.

 

Old  Business:

 

  2017-2018 NYState Construction  grant  closeout: Fran will complete form from NYS by June 15th . 

  2019-2020 NY State Construction grant: Nick Cohen presented final quotes and written application  for new grant.  Trustees agreed to go forward with this and to send to PLS by May 31st.  

 

  Bristol Fun Day June 9: Trustees singed up for jobs, reviewed quantities for food tent, and Diane  gave status of book sorting .. Book sorting has been mainly accomplished by Fran.  Volunteers will finish sorting Tuesday May 29th at 11am. Ann Rogers–Lane gave update on donated food and what is needed to purchase.

  

  Annual Letter:  Letter was completed and taken to post office on May 19th.  

 

  Survey update on distribution/collection: On going, as surveys are still being distributed and will also be given out at Bristol Fun Day.

 

New Business:

 

 Formation of committee to review current policies and need for new ones, pursuant to 2021deadline and recent changes to some policies, i.e. “no-smoking” signage requirements, and patron privacy concerns. Fran DeNardo will make up signs for no-smoking. 

 

  Ann Rogers-Lane suggested we start a Calendar for 2020 with a plan of goals for the library programs, grants, fundraising etc.  Trustees agreed this would be an excellent start at documenting yearly activities for the future.

 

Meeting Adjourned:

 Meeting was adjourned at 9:205 PM. Motion to adjourn made by Trustee Ann Rogers-Lane and 2nd  by Trustee Liz Smith and all approved. Next meeting will be held at 7PM on Tuesday June 18, 2019 

 

Respectfully Submitted 

Diane Fudalik, Secretary

May 23, 2019

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                                                            April 23, 2019

​Minutes for Meeting:

Call to Order at 7:00PM

The Bristol Library Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, Financial Officer Mary Kay Golisano,  Secretary Diane Fudalik, Trustees, Lynn Cronise, Nick Cohen, Mimi Litsche,  manager Fran De Nardo.

 

Approval of Meeting  Minutes:

Trustee Ann Rogers-Lane made a motion to approve the March Meeting minutes and Trustee Nick Cohen  2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Diane Fudalik made motion to approve the reports and Trustee Mimi Litsche 2nd.  All were in favor.

 

Manager’s Monthly Report

Carol Hacknauer was hired as part time library clerk  to fill the open position left when Brenda Fox retired in February.       

The new manager laptop has arrived and set up was completed by the PLS technician .
The library received several compliments from the AARP Driver Course attendees in March as to the cleanliness and pleasant  atmosphere in the library.

The proposal for the alarm system from SG Security has been submitted to the construction grant  committee.

             

Monthly Statistics:

Door Count:               456 (2019)                497 (2018)

Computer Use            8   (2019)                     20 (2018)

Reference Questions 196 (2019)                272 (2018)

New Patrons              2      (2019)                   3  (2018)

Total Programs         16  (2019)                  19  (2018)

Program attendance  144  (2019)              143  (2018)

 

Volunteer Committee:  March 27, 2019

​The volunteers met on March 27 at 3:45.  We had a brief business meeting to schedule volunteering in the library on Tuesdays and Thursdays.  Volunteers also signed up to provide snacks for the AARP class on April 13th.  Presale tickets were  distributed for Ladies Night Out to be sold by the volunteers.  The volunteers were invited to the Appreciation Breakfast to be held at 9AM on April 27th with a library open house at 10:30.

We then gathered all the items to be sold at the Ladies Night Out event which were then organized, and priced so they will be ready to be displayed in the afternoon before the event on May 3rd. 

 

The next volunteer meeting will be April 24th at 3:45.

                     

Old  Business:

2017-2018 Construction grant:  This Construction grant needs to be finalized to obtain the remaining 10% of the grant money.  Fran to finish application for new account in her name as manager and begin the process of closing out the old grant.  Deadline for submission of all documents is June 30, 2019.

             

2019-20 State Construction Grant status update:  Requested Bid for lighting, paving from Brian Mallott , Alarm System from SG Security, and Victor Mobil Signs.  

   

Breakfast/Open House on Saturday April 27:  Completed plans for set up on Friday afternoon,  Trustees signup to provide food, and completed Patron Survey for Open House.   Trustee Ann Rogers-Lane will complete layout for Fran to print on Saturday.

             

Bristol Fun Day June 9, 2019:  Food quantities were updated for the food sale tent. Ann Rogers-Lane has obtained several donations from local stores, including Wegmans, Aldis, and Toomey's Gas  Station for supplies for the food tent.

 

Annual Letter:  Viewed proposed final letter, Resident/patron mailing list is being compiled, both to  be sent to Ann Rogers-Lane to be printed and mailed in May.

 

 

New Business:

Review of current policies:  Trustee Liz Smith is reviewing the library policies as per requirements from PLS as a new minimum standards for public and association libraries in NY takes effect 1/1/2021.  Volunteer Committee Policy should be established.  Trustee Diane Fudalik will look into this.

             

Summer Reading Program Kick Off with ice cream social/Music in June.

 

Meeting Adjourned:

Meeting was adjourned at 9:20 PM. Motion to adjourn made by Trustee Ann Rogers-Lane and 2nd by Trustee Diane Fudalik and all approved.

Next meeting will be held at 7PM on Tuesday May 21, 2019

 

Respectfully Submitted

Diane Fudalik, Secretary

May 2, 2019

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                                                                                     March 19, 2019

Minutes for Meeting:

Call to Order at 7:00PM

The Bristol Library Board of Trustees Meeting was brought to order by President Liz Smith

 

Roll:

Present: President Liz Smith, Vice-President  Ann Rogers-Lane, Financial Officer Mary Kay Golisano,  Secretary Diane Fudalik, Trustees, Lynn Cronise, Nick Cohen, Mimi Litsche,  Manager Fran De Nardo. 

 

Installation of new Trustee Mimi Litsche 

  Welcomed Mimi Litsche and photo of Board taken for website.

 

  Approval of Meeting  Minutes:

Trustee Ann Rogers-Lane made a motion to approve the February  Meeting minutes and Trustee Nick Cohen  2nd.  All were in favor.

 

Financial Report:

Discussion of submitted financial reports.  Trustee Ann Rogers-Lane made motion to approve the reports and Trustee Mimi Litsche 2nd.  All were in favor.

 

Manager’s Monthly Report:

 Library closed early at noon on 2/12 because of poor weather.  The library stayed open on a school snow day, 2/27 and staff worked cleaning and getting new materials into computer system.

 Brenda handed in her resignation on 2/25/19, her final day being 3/16/19.  We wish her a happy retirement! The clerk job was advertised in several places including social media.

 

 Library Advocacy Day 2/27/19:  Trustee Liz Smith and Manager Fran DeNardo  attended with other library trustees and directors.  They were able to attend talks given by Assemblyman, Brian Kolb and Senator Rich Funke.  Neither gave a very good outlook for funding libraries in the next state  budget.

  

  Monthly Statistics:

 

Door Count:                374 (2019)               497 (2018)

Computer Use            13     (2019)                 20 (2018)

Reference Questions 229 (2019)                 272 (2018)

New Patrons              1      (2019)                  3  (2018)

Total Programs          9    (2019)                    20  (2018)

 Program attendance  77  (2019)                143  (2018)

 

Volunteer Committee: March 6, 2019

            

 The Volunteer Committee scheduled for February 27thwas cancelled due to the weather.  It was rescheduled for the following Wednesday, March 6th.  

We scheduled book shelving for March and discussed upcoming events.  Several volunteers have obtained raffle basket items, and are still contacting local business for Ladies Night Out.  Pre-sale tickets will be available starting April 1stat $10 each including a free raffle ticket.   We will start collecting donations of gently used items for the event at the next meeting, and will go through the items that were left from last year.  

 

Liz Smith updated us on the Barn Quilt project and has obtained the board to paint it on and Denise Van Dereof has brushes we can use. Denise had samples of the design she plans to paint in the center, and we approved one to be used. No firm date to paint the quilt has been set.

 

The next Volunteer Meeting will be March 27th at 3:45 pm

 

   

Old  Business:

 

2017 Construction grant: Fran De Nardo is sending final paperwork to obtain the remaining 10% of grant money from the state.

  

NY State Construction Grant 2019: Trustees Nick Cohen, and Liz Smith attended informational   meeting at PLS with questions about Bristol Libraries needs and if they qualify for this grant.  Any safety improvements would be considered for this grant, such as sidewalk, lighting improvements.

 

Open House for is planned patrons on Saturday, April 27: 9AM Volunteer Appreciation Breakfast, followed by             10:30AM-12:30PM  Patron Open House.  Board Members signed up to provide food for both events.  

  

  Bristol Fun Day June 9, 2019: Trustee Liz Smith attended town meeting on March 20.  Trustee Ann Rogers-Lane will be following up on obtaining donations for food sale tent.

 

 Annual Letter: Format, process have been approved.  Fran will gather library information to be added.  tentative Mailing date: week of April 23rd.

 

 

New Business:

 

Staffing update:  Fran has received applications for part-time clerk and will begin interviews. 

  

  

Meeting Adjourned:

 Meeting was adjourned at 9:10 PM. Motion to adjourn made by Trustee Ann Rogers-Lane and 2nd by Trustee Mimi Litsche and all approved.

 

Next meeting will be held at 7PM on Tuesday April 23, 2019 (one week later than usual)

 

Respectfully Submitted 

Diane Fudalik, Secretary

March 23, 2019

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