Board of Trustees Meetings for 2008 – 2009

July 22, 2008 @ 9:15 am

  • Minutes of the Tuesday, July 22, 2008 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:50 am by Michael Lennon. Present were Glazer, Levan, Lapple, and Tucker. Bollerman, and one guest were also present. Andrews and Moore were excused.
    2. On a motion by Glazer and seconded by Tucker for approval of minutes of the June 17, 2008 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Tucker. Approved.
    4. A letter from Irving Toliver, President of the Suffolk Cooperative Board of Trustees asked the Library to consider adjusting their vote date to a common one in mid-April.
    5. After a discussion of the merits of the proposal, the Board felt it best to keep the date with the school district budget vote in May.
    6. Claudia Wasserman, President of the Friends of the Westhampton Free Library offered some clarification on the recent discussions of fundraising activities of the Friends and those to be conducted by the Board of Trustees for the building project. They are sending a membership letter this summer.
    7. The reports were read with interest. A motion by Levan and seconded by Lapple approved the NYLA conference attendance to not exceed $5,225 for seven people.
    8. The media policy was moved by Levan, seconded by Glazer and approved. The Contract Award Policy was tabled by Levan and seconded by Lapple.
    9. On a motion by Levan and seconded by Glazer, the NYS Construction Grant application was read and adopted. Approved.
    10. A motion to adjourn was made by Levan at 11:15 am. Approved.

    Next meeting is scheduled for Tuesday, August 19, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

August 20, 2008 @ 9:15 am

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

    1. Call to Order at 9:25 am by Michael Lennon. Present were Levan, Lapple, Andrews and Tucker. Bollerman was also present. Glazer and Moore were excused.
    2. On a motion by Levan and seconded by Lapple for approval of minutes of the July 22, 2008 meeting. Approved.
    3. The Personnel Report was read. A motion for its approval was made by Andrews. A second from Levan. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Andrews and seconded by Lapple. Approved.
    5. A transfer of funds, as per the Director’s report, was reviewed. A motion for this to take place was made by Lapple and seconded by Andrews. Approved.
    6. The reports were read with interest. Approval was given for the Director to try to work with the Fire Department in allowing a training exercise to take place in the building, once it has been emptied.
    7. The Board received copies of the NYS Construction grant and was informed that unless the financial picture in Albany changes the program, we should receive $62,711.
    8. The procurement policy was moved by Tucker, seconded by Andrews and approved.
    9. The Board reviewed the Director’s schedule for the move and the proposed pay of employees during the time.
    10. A motion to adjourn was made by Lapple at 10:30 am. Approved.

    Next meeting is scheduled for Tuesday, September 16, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

September 16, 2008 @ 9:15 am

  • Minutes of the Tuesday, September 16, 2008 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:24 am by Michael Lennon. Present were Levan, Lapple, Andrews, Glazer, Moore and Tucker. Bollerman was also present.
    2. On a motion by Levan and seconded by Lapple for approval of minutes of the August 20, 2008 meeting. Approved.
    3. The Personnel Report was read. A motion for its approval was made by Levan. A second from Tucker. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Tucker. Approved.
    5. The reports were read with interest. The Director will ask the Westhampton Beach Historical Society about collaborating on a digitization project. The Board hopes to have a meeting with the Friends in the late fall regarding fund raising.
    6. A motion to adjourn was made by Tucker at 10:36 am. Approved.

    Next meeting is scheduled for Tuesday, October 21, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

October 21, 2008 @ 9:15 am

  • Minutes of the Tuesday, October 21, 2008 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:20 am by Michael Lennon. Present were Levan, Andrews, Glazer, and Tucker. Lapple and Moore were excused. Bollerman was also present.
    2. On a motion by Tucker and seconded by Glazer for approval of minutes of the September 16, 2008 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Andrews. Approved.
    4. A letter from a local realtor offering 700 square feet of office space was reviewed. There is no need for additional space at this time.
    5. The reports were read with interest.
    6. A discussion on a fund raising calendar, working with the Friends and related issues took place.
    7. A motion to adjourn was made by Tucker at 10:15 am. Approved.

    Next meeting is scheduled for Wednesday, November 19, 1 pm and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

November 19, 2008 @ 1:00pm

  • Minutes of the Wednesday, November 19, 2008 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 1:12 pm by Michael Lennon. Present were Levan, Andrews, Glazer, Lapple, Moore and Tucker. Bollerman was also present.
    2. On a motion by Andrews and seconded by Lapple for approval of minutes of the October 21, 2008 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Andrews. Approved.
    4. The reports were read with interest.
    5. On a motion by Levan and seconded by Glazer the Board should approve the 2009 SCLS Operating Budget proposal. Approved.
    6. On a motion by Glazer and second by Lapple the financial statements of June 30, 2008 as prepared by Giaquinto and Co. should be accepted. Approved.
    7. Andrews discussed her investigation into the Library’s artwork.
    8. The Board asked the Director to arrange a joint fund raising meeting with the Friends in January.
    9. A motion to adjourn was made by Levan at 2:21 pm. Approved.

    Next meeting is scheduled for Tuesday, December 16, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

December 16, 2008 @ 9:15 am

  • Minutes of the Tuesday, December 16, 2008 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:20 am by Michael Lennon. Present were Levan, Glazer, Lapple, and Moore. Andrews and Tucker were excused. Bollerman was also present.
    2. On a motion by Levan and seconded by Lapple for approval of minutes of the November 19, 2008 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Lapple. Approved.
    4. The personnel report was reviewed. A motion to approve the recommendations was made by Levan and seconded by Glazer. Approved.
    5. A presentation by Joe Giaquinto on the Library’s financial statements of June 30, 2008 was made. The report was well received.
    6. The reports were read with interest. The Children’s report will be submitted in the future to the Board. The Board will not have a meeting in February, unless circumstances require it.
    7. Glazer exited the meeting at 10:15 am.
    8. On a motion by Levan and second by Lapple the following resolution was presented:BE IT RESOLVED that the Institution amends the Westhampton Free Library 403(b) TDA Plan (the “Plan”) to cover the Institution’s employees to be effective 1/1/09.BE IT FURTHER RESOLVED, that the officers of the Institution be authorized and directed to execute any and all documents and so any and all acts which may be necessary in connection with the adoption, maintenance and ongoing funding of the Plan.

      BE IT FURTHER RESOLVED, that the officers of the Institution be authorized and directed to retain any service providers they believe necessary or desirable in connection with the Plan.

      Approved.

      On a motion by Levan and seconded by Lapple, the following resolution was presented:

      BE IT RESOLVED that the Institution amends the Westhampton Free Library 403(b) DC Plan (the “Plan”) to cover the Institution’s employees to be effective 1/1/09.

      BE IT FURTHER RESOLVED, that the officers of the Institution be authorized and directed to execute any and all documents and so any and all acts which may be necessary in connection with the adoption, maintenance and ongoing funding of the Plan.

      BE IT FURTHER RESOLVED, that the officers of the Institution be authorized and directed to retain any service providers they believe necessary or desirable in connection with the Plan.

      Approved.

    9. Lennon asked Levan to chair the fund raising joint committee between the Friends and Library Board of Trustees. She accepted.
    10. A motion to adjourn was made by Moore at 10:42 am. Approved.

    Next meeting is scheduled for Tuesday, January 13, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

January 13, 2009 @ 9:15 am

  • Minutes of the Tuesday, January 13, 2009 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:25 am by Michael Lennon. Present were Levan, Glazer, Lapple, Moore, Andrews and Tucker. Bollerman was also present.
    2. On a motion by Lapple and seconded by Andrews for approval of minutes of the December 16, 2008 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Andrews. Approved.
    4. A letter was received the day before from the Division of Library development in regards to their review of charters from the entire state. Ours needs some clarification. The Director will provide further information at the next meeting.
    5. The reports were read with interest. The Director was asked to consult our insurer on the matter of a personal property claim. In addition, more work on the improvement of the outside lights should be undertaken by the Director.
    6. On a motion by Andrews and second by Lapple the 2009/10 operating budget was approved.
    7. On a motion by Levan and seconded by Moore the 2008/09 operating budget adjustment memo was approved. Approved.
    8. A motion to adjourn was made by Levan at 10:52 am. Approved.

    Next meeting is scheduled for Tuesday, March 17, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

February 10, 2009 @ 9:15 am – canceled

This meeting has been canceled.

March 17, 2009 @ 9:15 am

  • Minutes of the Tuesday, March 17, 2009 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 Levan, Glazer, Lapple, Andrews and Tucker. Moore was excused. Bollerman was also present.
    2. On a motion by Glazer and seconded by Tucker for approval of minutes of the January 13, 2009 meeting. Approved.
    3. On a motion by Levan and seconded by Andrews for approval of the personnel report. Approved. Director was asked to follow up with Board on matter of placement of individual doing community service.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Andrews. Approved.
    5. A note from Leslie Millrod thanking the Board for their gift to her for her ten years of service.
    6. The reports were read with interest. The Director was asked to share the legal liability coverage policy with the Board. The Board also declined to include the lightning protection system from the new building. The Board gave the Director the go ahead to purchase two Macs, a pc, and various other equipment to develop a content conversion/creation lab.
    7. Levan and Glazer exited the meeting at 11 am.
    8. On a motion by Lapple and seconded by Andrews the 2008/09 operating budget adjustment memo was approved. Approved.
    9. On a motion by Tucker and second by Andrews the proposed 2009/10 operating budget was approved.
    10. On a motion by Lapple and seconded by Tucker the following resolution was approved: RESOLVED: That the board of trustees of the Westhampton Free Library hereby requests that the Board of Regents of the University of the State of New York amend the charter of such corporation to define our legal service area as one that incorporates the Westhampton Beach Union Free School District. This includes the Village of Westhampton Beach, and the towns of Westhampton and Quiogue; and be it further RESOLVED: That the President and Vice-President of the corporation, on behalf of the board of trustees be and they hereby are authorized to execute a petition to be addressed “To the Regents of the University of the State of New York” for such purpose.
    11. On a motion from Tucker and seconded by Andrews the budget transfer was approved.
    12. A motion to adjourn was made by Tucker at 11:42 am. Approved.

    Next meeting is scheduled for Tuesday, April 21, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

    The Library Operating Budget Vote is on Tuesday, May 19 and will be held in the High School LGI from 7 am to 9 pm. A budget hearing will take place on Monday, May 11 at 7 pm in the High School Auditorium.

April 21, 2009 @ 9:15 am

  • Minutes of the Tuesday, April 21, 2009 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:45 am by Michael Lennon. Present were Levan, Lapple, Moore and Tucker. Glazer and Andrews were excused. Bollerman was also present.
    2. On a motion by Tucker and seconded by Lapple for approval of minutes of the March 17, 2009 meeting. Approved.
    3. On a motion by Lapple and seconded by Moore for approval of the personnel report. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Lapple. Approved.
    5. The reports were read with interest. The Director can proceed to arrange for an all staff meeting on June 7.
    6. On a motion by Levan and seconded by Tucker the following resolution was approved: RESOLVED: That the board of trustees of the Westhampton Free Library hereby requests that the Board of Regents of the University of the State of New York amend the charter of such corporation to define our legal service area as one that incorporates the Westhampton Beach Union Free School District. And be it further RESOLVED: That the President and Vice-President of the corporation, on behalf of the board of trustees be and they hereby are authorized to execute a petition to be addressed “To the Regents of the University of the State of New York” for such purpose.
    7. A motion to adjourn was made by Tucker at 10:50 am. Approved.

    Next meeting is scheduled for Tuesday, May 19, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

    The Library Operating Budget Vote is on Tuesday, May 19 and will be held in the High School LGI from 7 am to 9 pm.

May 19, 2009 @ 9:15 am

  • Minutes of the Tuesday, May 19, 2009 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:24 am by Karen Andrews. Present were Levan, Lapple, Moore, Glazer and Tucker. Lennon was excused. Bollerman was also present.
    2. On a motion by Tucker and seconded by Lapple for approval of minutes of the April 21, 2009 meeting. Approved.
    3. On a motion by Glazer and seconded by Lapple for approval of the personnel report. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Glazer. Approved.
    5. The reports were read with interest. The Board requested to view more roof shingles. A choice will be made in-between meetings. The Board approved a donation to be made to Literacy Suffolk. On a motion by Lapple and seconded by Moore, the Director is able to pursue offering a flexible savings account program for the staff. Approved.
    6. Tucker exited the meeting at 10:30 am. Levan exited at 10:40 am.
    7. On a motion by Glazer and seconded by Lapple the Director can upgrade our leased copier to a color unit. Approved. The Board asked the Director to charge $0.25 per color copy and keep the black and white cost at $0.15.
    8. A motion to adjourn was made by Glazer at 11:03 am. Approved.

    Next meeting is scheduled for Tuesday, June 16, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

June 16, 2009 @ 9:15 am

  • Minutes of the Tuesday, June 16, 2009 Meeting held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    • Call to Order at 9:28 am by Michael Lennon. Present were Levan, Moore, Glazer and Tucker. Andrews and Lapple were excused. Bollerman and a member of the public were also present.
    • On a motion by Levan and seconded by Moore for approval of minutes of the May 19, 2009 meeting. Approved.
      The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Tucker. Approved.
    • The Board received an invitation to the grand opening of the Sayville Library.
    • The reports were read with interest. Approval was given for four staff members to attend the NYLA conference in Niagara Falls in October.
    • The dates and times for the 2009/10 Board of Trustees meetings was motioned for approval by Levan and seconded by Tucker. Approved.
    • The May 18, 2009 proposal for furniture for the new building provided by A.R. Kropp & Sons was motioned for approval by Levan and seconded by Moore. Approved.
    • The phone, cabling, card access, and CCTV for the new building was awarded to DJJ Technologies on a motion by Levan and seconded by Tucker. Approved.
    • The proposals from Verizon and LIPA to move the telephone pole at the Library was motioned for approval by Moore and seconded by Glazer. Approved.
    • The conflict of interest, whistle blower and ethics policies were tabled on a motion by Tucker and seconded by Levan.
      On a motion by Levan and seconded by Glazer the Board entered into Executive Session to discuss the medical history of an employee. Approved.
    • On a motion by Levan and seconded by Glazer the Board exited the session.
      Tucker motioned to allow for a sick leave of absence beginning on June 11 for thirty days to Leslie Millrod. Seconded by Moore. Approved.
    • A motion to adjourn was made by Tucker at 10:55 am. Approved.

    Next meeting is scheduled for Tuesday, July 21, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.