Bristol Library Board of Trustees Meeting -  Monthly Minutes

Conducted via Go To Meeting #186-939-597.   April 21st, 2020

Call to Order at 4:47 PM 

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

Roll:

Present: President- Liz Smith, Vice President- Ann Rogers-Lane, Trustees- Nick Cohen, Jessica Masci, Mimi Litsche, Mary Jane Stoltz and Manager- Fran De Nardo. Trustee- Lynn Cronise not present.

Public Comment Time: No comments.

Approval of February & March Minutes:

Motion was made by Trustee- Nick Cohen to approve February & March meeting minutes, 2nd by Trustee- Mimi Litsche. All approved. 

Financial Report:

Discussion of March financial report. Review of February & March bills until President- Liz Smith and Vice President- Ann Rogers-Lane sign off. Discussion of CD and when it is due to roll over. Manager- Fran De Nardo will be checking into status and will let Board know. Trustee- Mimi Litsche made a motion to approve the reports and 2nd by Vice President- Ann Rogers-Lane. All were in favor. 

Manager’s Monthly Report:

Kim and Mary Jane are working from home and are able to work on prepping Summer Reading Program materials. Due to the current climate, there is a limited amount of work that can be done by staff. 

Discussion of PLS guidance on reopening. Discussed various different options including closed drop off book and virtual reading programs to provide for our community but protect our patrons and staff from Covid-19. 

 

Volunteer Committee: 

Volunteer Committee did not meet during March or April due to Covid-19 shut down. New York is on pause through May 15th, 2020. 

 

Old Business:

Grants have been submitted by President- Liz Smith and waiting for approval. 

 

Insurance Coverage question: Employment Practice Liability coverage. Vice President- Ann Rogers- Lane made comparison of Steele and Chapman prices for last month’s meeting; resent to all board members via e-mail. 

Policy project update: President- Liz Smith, Trustee- Mimi Litsche, Vice President-Ann Rogers -Lane and Manager- Fran De Nardo are still working on updating library policies. Policy project is currently on hold until further notice. 

 

Fun Day has been postponed until August and a new date will be determined pending shut down status.

 

Discussion of revision of Annual letter. Manager- Fran De Nardo will find last year’s letter to be revised and then reviewed by the board. Based on current climate, board discussed waiting until further notice to send out because now may not the best time to be sending out donation letters. 

 

Update on electrical conduit issue for sign lighting: No reply has been received from Brian M. 

 

New Business:

Update on Robert’s Rules of Order for online meetings presented by President- Liz Smith.

 

Budget concerns for next year:  There will be a tentative meeting in May with Manager- Fran De Nardo, President Liz Smith and Trustee-Mary Jane Stoltz and Supervisor Bob Green to go over budget and recent cuts due to the ongoing healthcare crisis and loss of tax revenue from business shutdown. 

 

Adjourn: 5:43 PM Motion made by Vice President-Ann Rogers-Lane and 2nd by Trustee- Mary Jane all approved.

 

Next Board Meeting: May 20th, 2020 at 5:00-8:00 PM via Go To Meeting

Respectfully Submitted 

Jessica Masci, Secretary

April 26th, 2020

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March 17, 2020 :Held via Zoom Conference

The Bristol Library Board Meeting was brought to order by Vice President Ann Rogers Lane at 7:09.

Because of emergency restrictions due to the COVID-19 virus, the meeting was held on-line via ZOOM and telephone conference. On advice of PLS Director Ron Kirsop, Vice President Ann Rogers Lane specified any non-critical agenda items will be deferred until the next physical meeting of the Board.

Roll Call:

Present: Vice President Ann Rogers Lane, Trustees Nick Cohen, Lynn Cronise, Mimi Litsche, Mary Jane Stoltz, and Manager Fran DeNardo.

Absent: President Liz Smith and Secretary Jessica Masci.

Public Comment Time: No comments.

Secretary’s Report: Reading and approval of February 18, 2020 Meeting Minutes was deferred.

Finance Report: Fran DeNardo has emailed Finance Reports to all Trustees. Review and approval of the reports was deferred. 

Financial Officer Mary Jane Stoltz reported on discrepancies in the petty cash fund discovered while completing the bank reconciliation. A shortage of $65.85 occurred on the January 24 deposit and an overage of $15 occurred in February. Mary Jane has reviewed current practices with Fran and outlined additional steps which will identify any cash differences promptly. Ann Rogers Lane suggested petty cash may have been expended for library business but not recorded properly. Fran will research whether that may have been the case. 

Volunteer Committee: Review and approval of the Volunteer Committee Report was deferred.

Manager’s Monthly Report and Statistics:

Library Manager Fran DeNardo informed the Board of changes which need to be made to the PLS Annual Report to correct Trustee emails and phone numbers. 

Mary Jane made a motion to approve correction and resubmission of the Annual Report. Lynn Cronise seconded. Motion carried unanimously.

Ann requested a report on closing out the 2018 NYS Construction Grant. Fran said she was not able to contact Ron Kirsop regarding what information is necessary to close the grant nor does she know how to access the website. Nick Cohen explained what is needed is before-and-after photos and proof of the expenditure. Ann and Fran will discuss off-line how to complete the grant reporting.

Discussion of staffing was deferred to Executive Session. 

 

OLD BUSINESS:

Discussion of the self-checkout project was deferred.

There was a discussion of the Spring Fund-raising event scheduled for Saturday, May 2. Nick said that the COVID-19 news suggests that we should cancel the event. Fran said we should plan to reschedule it in the fall. All agreed it is prudent to not hold the event in May and to wait until we know more about what social-distancing and quarantines will mean before attempting to reschedule.

Discussion of the Annual Letter, policy approvals and employment practices insurance were deferred.

NEW BUSINESS:                                                                                                     

Ann brought up a possible program for the Summer Youth Program. She knows of a young man who could hold an amateur rocketry program for up to 12 eight-to-twelve-year-olds. Action was deferred.

Nick brought up the 2021-2022 NYS Construction Grant which requires an “Intent to Apply” response by May 22. Because of the difficulty in identifying a project and receiving bids before the deadline, no action will be taken.

Fran reported we have received the $1000 contribution from East Bloomfield. 

Ann adjourned the meeting at 7:46.

 

Respectfully submitted,

Mary Jane Stoltz

Acting Secretary

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February 18, 2020.                  

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, Trustees- Nick Cohen, Lynn Cronise, Jessica Masci, Mimi Litsche, Mary Jane Stoltz and Manager- Fran De Nardo.  

 

Public Comment Time: No comments.

 

Approval of New Financial Officer and Secretary: A motion was made to offer Trustee-Mary Jane Stoltz a position as Financial Officer and Trustee-Jessica Masci as Secretary by Trustee-Nick Cohen. 2nd by Trustee- Lynn Cronise. All approved. New trustees will fulfill the terms of Mary Kay Golisano and Diane Fudalik, whose terms expired in December, 2019. Three-year terms to end December, 2022.

 

Approval of Meeting Minutes:

Motion was made by Vice President- Ann Rogers-Lane to approve January meeting minutes, 2nd by Trustee- Mimi Litsche. All approved.

 

Financial Report:

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

 

Manager’s Monthly Report:

 

Staffing update: Mary Jane is back to work. Carol is still away. Danielle is doing great and a quick learner. 

PLS Annual Report: Fran has submitted to PLS for review. It has been approved but pending review. 

Library Advocacy Day 2020 in Albany: Fran will be representing Bristol Library. 

 

For February, an additional Pre-School Storytime. Attendance was excellent at first one with 7 children but low for second one. Evening Euchre was also added this month. 4 people attended first event.

The Imagination Station table is doing well. This month it is stocked with crafts.  The STEAM activity is the Ozobots and Geosmarts.

Statistics:                 2020                2019

Door Count                 440                  467

Computer use              11                    4

Reference questions    240                  256

New Patrons                 3                      3

Programs                     11                    12

Program attendance     85                    129

Revenue                      $274.30           $358.70           

Volunteer Committee: 

Six volunteers attended volunteer meeting on January 22nd, 2020. Liz Smith and Denise Van Deroef are organizing a spring fundraiser—a taste of New York (cheese, wine and chocolate tasting). The event will be on May 2nd, 2020. The volunteers will help with food and selling of tickets. Library is in need of additional and new volunteers. Next meeting will be on February 26th, 2020 at 3:45 PM.

 

Old Business:

Insurance Coverage question: Employment Practice Liability coverage. President- Liz Smith continuing to work on quote and looking into all options for coverage. 

 

Policy project update: President- Liz Smith, Trustee- Mimi Litsche, Vice President-Ann Rogers -Lane and Manager- Fran DeNardo are still working on updating library policies. The board reviewed two policies—Disaster Plan Policy and Library Policy Process and discovered changes and edits that need to be made before approval.  

 

Fun Day Donations for 2020: Theme is ‘100 Years of Women’ this year. Event is on June 14th, 2020. Discussed having a voter registration table at event. 

 

Reading Therapy with Dogs (with patron-Ann Ruflin): There was a brief discussion and there were concerns about the library’s pet policy. More information on policies needs to be presented. Board hopes to discuss this program further at next board meeting. 

 

Self-checkout equipment update: Manager-Fran DeNardo met with Matt with PLS to make sure everything was set for equipment and set up. Minor adjustments need to be made but will work in area. Manager-Fran DeNardo will place order with PLS for equipment.

 

Spring Fundraising event: Event will be on Saturday May 2nd, 2020 at 6:30 to 8:30 PM. Arbor Hill will be serving and providing all of the wine as well as license. Howard VanBuren is providing cheese. Trustee- Jessica Masci has sent an e-mail to Sweet Expressions for chocolate donation and waiting for a response. Joseph Masci (Jessica’s husband) will be playing guitar and singing for the first hour of the event. Another performer is needed for the other hour. 

 

New Business:

            

Advocacy Day 2020 in Albany February 25:  Manager- Fran DeNardo is planning to attend. 

 

Annual letter 2020: Preparations are in order. Vice President-Ann Rogers-Lane will be taking lead as will be taking care of postage and print house. South Bristol will be added to circulation. Hoping to be sending out letter by the end of April. 

 

Possible library lot paving by Town and implications for grant work: An estimate is still needed for cost of project.

 

Adjourn:   8:35 PM Motion made by Vice President-Ann Rogers-Lane and 2nd by President- Liz Smith, all approved.

 

Next Board Meeting: March 17, 2020 7PM

Respectfully Submitted 

Jessica Masci, Secretary

February 26th, 2020

 

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January 21, 2020 

Call to Order at 7:00PM

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

 

Roll:

Present: President Liz Smith, Secretary Diane Fudalik, Trustees  Nick Cohen, Lynn Cronise, Ann Rogers-Lane, and Manager Fran De Nardo.  Trustee Mimi Litsche absent. 

 

Public Comment Time:  Ann Ruflin presented her "Promoting Reading Through a Therapy Dog Library Program."  Board will take under consideration.

 

Interviews with Trustee Applicants:  Mary Jane Stoltz, Jessica Masci.  Discussion with each applicant.  Ann Rogers-Lane made a motion to offer Mary Jane Stoltz and Jessica Masci trustee positions, Nick Cohen 2nd, all approved.  Both applicants accepted and remained for the meeting.  The new trustees will fulfill the terms of Mary Kay Golisano and Diane Fudalik, who left the Board in December, 2019, and January, 2020, respectively.  Three year terms to end December, 2022.

 

Approval of Meeting Minutes:

Motion was made by Trustee Nick Cohen to approve December Meeting minutes, 2nd by Ann Rogers-Lane.  All approved.

 

Financial Report:

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

 

Manager’s Monthly Report:

In January, the First Draught Book Club had 7 in attendance at Noble Shepherd Craft Brewery.

The Imagination Station table is doing well.  This month it is stocked with Sesame Street crafts.  The STEAM activity is the Mana tiles and Legos.

The 50th anniversary party of Sesame Street Dance Party on January 4th went well.  There were 7 children and 7 adults.

Statistics:                   2019                2018

Door Count                 324                  480

Computer use              21                    21

Reference questions    195                  179

New Patrons               0                      2

Programs                     10                    11

Program attendance     102                  101      

Volunteer Committee: 

The volunteers did not meet in December, the next volunteer meeting is January 22 at 3:45.

 

Old  Business:

Insurance Coverage question: Employment Practice Liability coverage.  Trustee Liz Smith will follow through and check with Steele agency.

Policy project update:  Trustees Liz Smith, Mimi Litsche, Ann Rogers -Lane and Manager Fran DeNardo will work on updating library policies.   The NYS Board of Regents adopted amendments that update the Minimum Standards to Libraries, including library policies. All libraries will need to be in compliance with these standards by January 2021.

Fun Day Donations for 2020: Ann Rogers-Lane will again ask for food donations from area grocery stores for the Food sale.  

Self-checkout equipment update:  Fran DeNardo will place order with PLS.

 

 New Business:

Advocacy Day 2020 in Albany February 25:  Manager Fran DeNardo is planning to attend. 

 

Thank you to retiring trustee, Diane Fudalik, for her service on the Board of Trustees.

 

Adjourn:   8:50  PM Motion made by Ann Rogers-Lane and 2nd by Lynn Cronise, all approved.

Next Board Meeting: February 18, 2020

Respectfully Submitted 

Diane Fudalik, Secretary

January 26, 2020

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Bristol Library Board Meeting December 17, 2019 


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 to accept the finance report. Nick seconded the motion. All in favor.

Volunteer Committee: (Diane was absent.) We all 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 immediately 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, 531.00.  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 she is ending her term as of Dec 31.

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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