Board of Trustees Meetings for 2007 – 2008

July 17, 2007 @ 6:15 pm

  • Minutes Of July 17, 2007 6:15 PM

    1. Call to Order at 7:30 pm.
    2. Approval of Minutes, June 19, 2007. Motion by Tucker. Second by Glazer. Approved.
    3. Personnel Report was reviewed and approved. Motion by Tucker,second by Levan. Approved.
    4. Treasurer’s Report was approved. Motion by Tucker, second by Glazer. Approved.
    5. Reports were reviewed. Approved three people to attend NYLA Annual Conference. Tucker/Glazer.
    6. Amendments to the SCLS Resource Sharing Code were reviewed. Motion for approval by Tucker and second by Andrews. Approved.
    7. Transfer Monies to Building Fund. $500,000 was designated for building fund on motion by Tucker and seconded by Andrews. Approved.
    8. Call for executive session at 8:20 pm.
    9. Motion to exit executive session at 8:45 pm.
    10. Meeting adjourned at 8:45pm on motion by Tucker.

    Next meeting scheduled for Tuesday, August 14, 6:15 pm

    Respectfully submitted,

    Karen Andrews

August 14, 2007 @ 6:15 pm

  • Minutes of the August 14, 2007 Meeting

    1. Call to Order at 6:28 pm by M. Lennon. Present were Glazer, Lennon and Tucker. Excused were Andrews and Levan.
    2. Approval of Minutes, July 17, 2007. Motion Tucker, seconded by Glazer. Approved.
    3. Ms. Lauraine Sheehan, Trustee of the Cold Spring Harbor Library made a presentation to the Board. She spoke of the history of their Library project, fundraising ideas, and some of the results of living in a new building. Her comments were appreciated and noted by the Trustees.
    4. Noah Nadelson, CIPFA, Assistant Vice President, Munistat Services, Inc. made a presentation regarding the responses to our RFP for an underwriter. Questions were answered in regards to the selection process and members will decide on the issue at their September meeting.
    5. Personnel Report was accepted with the addition of accepting Jane Duchnowski’s resignation. Motion by Tucker and seconded by Glazer. Approved.
    6. Treasurer’s Report was approved on a motion by Glazer and a second by Tucker.
    7. The Board read a thank you note from Agnes Chmielewski.
    8. All reports were read with interest. The temporary location is moving forward with a lease on the land in question being written. The Board asked the director to explore a lease on the new color printer instead of buying.
    9. Old Business – The Board reviewed the applications for trustee. They will be meeting shortly to discuss the next steps in the selection process.
    10. New Business
      1. Operating Budget Adjustments – moved by Tucker and seconded by Glazer. Approved.
      2. Adopt Record Retention Schedule – moved by Tucker and seconded by Glazer. Approved.
      3. PALS Bylaws Approval – moved by Tucker and seconded by Glazer. Approved.
    11. Adjourned at 8:26 pm on a motion by Tucker.

    Next meeting scheduled for Tuesday, September 18, 9:30 am

    Respectfully submitted,

    Matthew Bollerman, Library Director

September 19, 2007 @ Noon

  • Minutes of the September 19, 2007 Meeting

    1. Call to Order at 12:10 pm by M. Lennon. Present were Glazer, Lennon, Tucker, Andrews and Levan. Bollerman and two members of the public were present.
    2. Approval of Minutes, August 14, 2007. Motion by Tucker, seconded by Levan. Approved.
    3. Two members spoke regarding the new building.
    4. Personnel Report was accepted on a motion by Tucker and seconded by Levan. Approved.
    5. Treasurer’s Report was approved on a motion by Tucker and seconded by Glazer. Approved.
    6. All reports were read with interest.
    7. Review of trustee applications continues with interviews to be scheduled on Tuesday, October 9, 8:30 to 10:30 am.
    8. Motion to appoint Commerce Capital Markets as managing underwriter for bond issuance was made by Levan and seconded by Andrews. Approved.
    9. Motion to allow Lennon to approve IDA application was made by Tucker and seconded by Andrews. Approved.
    10. Motion to approve lease for temporary location was made by Levan and seconded by Andrews. Approved.
    11. Discussion on fundraising will continue at the next meeting.
    12. The meeting adjourned at 1:21 pm. On a motion by Levan and seconded by Tucker. Approved.

    An executive session followed to discuss a personnel matter on a motion by Levan and seconded by Tucker at 1:26 pm.

    Executive session was concluded at 1:58 pm on a motion by Glazer and seconded by Tucker.

    Next meeting scheduled for Tuesday, October 16, 9:15 am

    Important Dates: Library Building Vote, October 2, 1:30 to 9 pm

    Respectfully submitted,

    Matthew Bollerman, Library Director

October 16, 2007 @ 9:15 am

  • Minutes of the Tuesday, October 16, 2007 Meeting

    1. Call to Order at 9:30 am by Michael Lennon. Present were Glazer, Lennon, Tucker, and Andrews. Bollerman was also present. Levan was excused.
    2. Motion for approval of Minutes of September 19, 2007 made by Tucker and seconded by Andrews. Approved.
    3. A presentation by Marc Saffren of M3 Development on his firms ability to assist in fund raising for our capital project.
    4. The personnel report was presented with one change. Leah Zadow resigned as a part time Librarian in the Adult and YA Department. A motion to approve was made by Tucker and seconded by Andrews. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve was made by Glazer and seconded by Andrews. Approved.
    6. All reports were read with interest. Board approved four members of staff to attend the PLA Conference in Minneapolis in March 2008.
    7. New Business – A motion to approve Bibliotheca as our RFID vendor was made by Andrews and seconded by Glazer. Approved.
    8. A motion to enter into Executive Session to discuss personnel matter was made by Andrews and seconded by Glazer. Approved.
    9. Executive session was ended on a motion by Tucker and seconded by Andrews at 10:55 am. Approved.
    10. Adjournment was moved at 10:56 am by Andrews and seconded by Glazer. Approved.

    Next meeting scheduled for Tuesday, November 13, 9:15 am

    Respectfully submitted,

    Matthew Bollerman, Library Director

November 13, 2007 @ 9:15am

  • Minutes of the Tuesday, November 13, 2007 Meeting

    1. Call to Order at 9:28 am by Karen Andrews. Present were Glazer, Andrews, Levan and Tucker. Bollerman and one member of the public were present. Lennon was absent.
    2. Motion for the approval of the minutes, October 16, 2007 was made by Levan and seconded by Glazer. Approved.
    3. During the public expression the Board heard from Mr. Palmer. The Friends contributed $1,000 for a Staff Holiday party and he was recently appointed Treasurer of the Friends.
    4. The personnel report was presented and a motion to approve was made by Levan, seconded by Glazer. Approved.
    5. The Treasurer’s Report was reviewed. The one change was on the interest of the certificate of deposit. The total for the month was $4,153.91. A motion to approve was made by Levan and seconded by Tucker. Approved.
    6. All reports were read with interest. A motion to make budget adjustments outlined in Director’s Report was made by Levan and seconded by Tucker. Approved. The Director was asked to ask for some more proposals for fundraising professionals.
    7. The SCLS Budget was approved on a motion by Levan and seconded by Tucker. Approved. The Financial Statements of June 30, 2007 by Giaquinto & Co. were accepted on a motion by Glazer and seconded by Tucker. Approved.
    8. A motion to enter into executive session to discuss a personnel matter was made by Levan at 10:30 am and seconded by Tucker. Approved.
    9. A motion to exit executive session was made by Andrews and seconded by Levan at 10:44 am. Approved.
    10. A motion to adjourn was made by Glazer at 10:44 am. Approved.

    Next meeting scheduled for Tuesday, December 18, 9:15 am

December 18, 2007 @ 9:15 am

  • Minutes of the Tuesday, December 18, 2007 Meeting

    1. Call to Order at 9:18 am by Mike Lennon. Present were Glazer, Tucker, Levan. Bollerman and one member of the public were present. Andrews was absent.
    2. Motion for approval of the minutes of November 13, 2007 was made by Tucker and seconded by Levan. Approved.
    3. The personnel report was presented and a motion to approve was made by Tucker and seconded by Levan. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve was made by Glazer and seconded by Tucker. Approved.
    5. A thank you letter from the Staff was received by the Board.
    6. All reports were read with interest. The Friend’s Report delivered by Harris Palmer noted projected revenues are to be less than prior years. They are thinking of the best way to proceed to continue the support of Library activities. The Board will pursue a fundraising approach built with a local committee. Tucker and Bollerman will work as a committee on temporary space for the Library.
    7. On a motion by Levan and seconded by Glazer the following motion was approved. “Resolved, that Matthew Bollerman, Director is authorized to execute on behalf of the Westhampton Free Library any and all documents pertaining to the pending Suffolk County Industrial Development Authority financing.”
    8. A motion at 11:15 am by Levan and seconded by Tucker to enter into executive session to discuss a personnel matter.
    9. Levan made a motion to exit executive session at 11:31 am.

    Levan, seconded by Tucker motioned to adjourn the meeting at 11:32 am.

    Next meeting scheduled for Tuesday, January 15, 9:15 am

January 15, 2008 @ 9:15 am

  • Minutes of the Tuesday, January 15, 2008 Meeting

    1. Call to Order at 9:25 am by Mike Lennon. Present were Tucker, Andrews, Levan. Bollerman was also present. Glazer was absent.
    2. Motion for the approval of minutes of December 18, 2007 was made by Tucker and seconded by Levan. Approved.
    3. The treasurer’s report was reviewed. A motion to approve was made by Tucker and seconded by Andrews. Approved.
    4. All reports were read with interest. The search for temporary space for the the Library is continuing. We will investigate a salvage company for the current Library when we reach the demolition phase.
    5. New Business – Review Draft 2008/9 Operating Budget – After an initial overview of the budget and some questions the Director will present the budget at the February meeting for approval.
    6. On a motion from Levan and seconded by Andrews the meeting was adjourned at 11:16 am.

    Next meeting scheduled for Tuesday, February 12, 9:15 am

February 12, 2008 @ 9:15 am

  • Minutes of the Tuesday, February 12, 2008 Meeting

    1. Call to Order at 9:23 am by Mike Lennon. Present were Tucker, Andrews, Levan, Glazer. Bollerman and Moore we also present.
    2. On a motion by Tucker and seconded by Levan, Maria Moore and Jane Lapple were nominated as trustees. Their terms are from February 12, 2008 to June 30, 2012. Approved and elected unanimously.
    3. Motion for the approval of minutes, January 15, 2008 was made by Tucker and seconded by Levan. Approved.
    4. The personnel report was motioned to be approved as written by Levan and seconded by Andrews. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve was made by Andrews and seconded by Tucker. Approved.
    6. All reports were read with interest. A motion to approve the Director to use Munistat Services for continued disclosure compliance was made by Levan and seconded by Andrews. Approved. A motion to approve Dan Pariser to refurbish the Ripley Ropes model ships as per his proposal was made by Levan and seconded by Glazer. Approved.
    7. New Business
      1. The 2008/9 Operating Budget was presented and a motion to approve was made by Andrews and seconded by Tucker. Approved.
      2. The 2007 Annual Report was distributed for approval. A motion by Levan and seconded by Tucker for approval of the report was made. Approved.
    8. The meeting was adjourned at 10:40 am on a motion from Levan and seconded by Andrews. Approved.

    Next meeting scheduled for Tuesday, March 18, 9:15 am

March 18, 2008 @ 9:15 am

  • Minutes of the Tuesday, March 18, 2008 Meeting

    1. Call to Order at 9:28 am by Mike Lennon. Present were Tucker, Andrews, Levan, Glazer, Lapple and Moore. Bollerman was also present.
    2. On a motion by Glazer and seconded by Levan for the approval of the minutes of the February 12, 2008 meeting. Approved.
    3. The Personnel Report was reviewed and Bollerman made two additions. John Laadt and Sheree Elder resigned their positions. Levan made a motion to approve the report with these additions and Andrews seconded. Approved.
    4. The treasurer’s report was reviewed. A motion to approve was made by Tucker and seconded by Andrews. Approved.
    5. Greg LiCalzi, Jr. sent a memento for the bond financing. The Board thanked him for it.
    6. All reports were read with interest. As part of the Directors report on the temporary location is was noted by Levan that Hank Tucker has given hours, if not days, to this issue. He has taken an enormous amount of time in finding a suitable location for the Library during its construction. The Board applauded his actions.

    New Business

    1. Lease for Modular Units – Glazer moved and Levan seconded the lease for the modular units for the temporary library. This will await the Village’s approval of the site before it is enacted. Approved.
    2. Technology Fund Transfer – On a motion from Tucker and seconded by Levan approves the transfer. Approved.

    The meeting was adjourned at 11:15 am on a motion by Tucker and seconded by Levan. Approved.

    Next meeting scheduled for Tuesday, April 15, 9:15 am

April 15, 2008 @ 9:15 am

  • Minutes of the Tuesday, April 15, 2008 Meeting

    1. Call to Order at 9:31 am by Mike Lennon. Present were Glazer, Moore, Tucker, and Levan. Andrews and Lapple were excused. Bollerman and one member of the public were also present.
    2. On a motion by Tucker and seconded by Levan for the approval of minutes of the March 18, 2008 meeting. Approved.
    3. A member of the public asked about the temporary library size.
    4. The treasurer’s report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Glazer. Approved.
    5. Reports
      1. Friend’s Report – A request for a space for the Friends book sale in the temporary library. Ronald Solomon and Thomas Franza are new Board members. The poetry contest was successful and there is a reading at the Open Book tonight. Flowers for the staff were delivered to celebrate National Library Workers Day. Friends will continue support of Summer Reading Program for everyone at $13,000. They recently received a large donation of $5,000 from a local foundation.
      2. Reports were read with interest. Dave Jones will be asked to present at the May meeting about the presentation he attended at PLA on designing teen spaces.
      3. The Board approved the Director’s vacation time. Also on a motion from Levan and a second by Glazer the budget was amended as per the proposal. Approved.
    6. On a motion by Levan and seconded by Glazer, Bollerman was allowed to finish the purchase or lease of a library van for programming support. Approved.
    7. On a motion by Glazer and a second by Moore the Cablevision proposal was approved.
    8. The meeting was adjourned at 11:12 am on a motion by Lennon and seconded by Levan. Approved.

    Next meeting scheduled for Tuesday, May 20, 9:15 am

    May 20, 7 am to 9 pm Library Budget Vote at High School LGI

May 20, 2008 @ 9:15 am

  • Minutes of the Tuesday, May 20, 2008 Meeting, held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:16 am by Michael Lennon. Present were Tucker, Levan, Moore, Lapple, Andrews and Glazer. Bollerman and Dave Jones was also present.
    2. On a motion by Levan and seconded by Andrews for approval of minutes of the April 15, 2008 meeting. Approved.
    3. A presentation by Dave Jones, Head of Adult and YA Services on designing teen services spaces was made. Questions were raised and the information shared was appreciated.
    4. The treasurer’s report was reviewed. A motion to approve the monthly bills was made by Andrews and seconded by Lapple. Approved.
    5. The reports were read with interest.
      1. Tucker excused at 9:54 am.
      2. Levan excused at 10:17 am.
      3. Tucker returns at 10:20 am.
    6. Lennon appointed Andrews and Glazer to the nominating committee. A slate of candidates for officer positions will be needed for the annual meeting in July.
    7. Moore asked about fund raising activity coordination with the Friends. She will relay back to them the strategy the Library Board is seeking.
    8. A motion to enter into executive session was made by Tucker and seconded by Glazer. Approved. Session began at 10:50 am.
    9. A motion to exit executive session was made by Tucker and seconded by Andrews at 11:04 am.
    10. A motion to adjourn was made by Lennon at 11:04 am. Approved.

    Next meeting scheduled for Tuesday, February 12, 9:15 am. Meeting to be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

June 17, 2008 @ 9:15 am

  • Minutes of the Tuesday, June 17, 2008 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:30 am by Michael Lennon. Present were Glazer, Moore, Levan, Lapple, and Tucker. Bollerman, and two guests were also present. Andrews was excused.
    2. On a motion by Tucker and seconded by Glazer for approval of minutes of the May 20, 2008 meeting. Approved.
    3. Oak Gentry owner of the property at 28 Library Ave. spoke to the Board about the preparations and remediation of the site. He is confident our modulars will be on the site shortly. Both Glazer and Tucker expressed thanks for his investment of time and money into our project. His community spirit is to be commended.
    4. The Personnel Report was read. A motion for approval was made by Levan and seconded by Glazer. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Lapple. Approved.
    6. Harris Palmer spoke on behalf of the Friends of the Westhampton Free Library. Robert Fleishner passed away. He ran the French Club and was President of the Friends. His will left $5,000 for the Friends. A discussion on the Friends Annual Letter then occurred. Harris was sharing the need for a replacement for Maria, who had organized the letter. The Board wanted the Friends on track with their own efforts at raising funds for the building project. Some discussion followed and the Library Director will speak with the Friends president to seek a resolution. Tucker thanked Harris for his attendance at the Board meetings and for helping to share what is happening with the Friends.
    7. The reports were read with interest.
    8. There was no nominating committee report.
    9. The vehicle policy was moved by Levan, seconded by Lapple and approved. The Personal Appearance of Employees Policy was moved by Levan and seconded by Tucker and approved. The Building Project Policy was moved by Levan and seconded by Tucker and approved.
    10. The Board asked the Director to develop a media policy and a policy on service contracts for the next Board meeting.
    11. A motion to adjourn was made by Levan at 10:55 am. Approved.

    Annual meeting is scheduled for Tuesday, July 15, 9:15 am, the regular meeting will immediately follow the annual meeting. Both meetings will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

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