Board of Trustees Meetings for 2009 – 2010

July 21, 2009 @ 9:15 am

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

    1. Call to Order at 10:26am by Michael Lennon. Present were Levan, Moore,
      Glazer, Andrews, Lapple and Tucker. Bollerman was also present.
    2. On a motion by Levan and seconded by Moore for approval of minutes of
      the June 16, 2009 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Glazer and seconded by Tucker. Approved.
    4. The reports were read with interest. Bollerman’s vacation was approved.
      The reading garden circle will be at grade and constructed of blue stone.
      Benches and their placement will be determined later.
    5. Lennon left the meeting at this point.

    6. The 2009 – 2012 application for NYS Construction Money was motioned for
      approval by Levan and seconded by Tucker. Approved.
    7. The conflict of interest policy was motioned for approval by Levan and
      seconded by Moore. Approved.
    8. The whistleblower policy was approved on a motion by Levan and seconded
      by Tucker. Approved.
    9. The ethics policy was motioned for approval by Moore and seconded by Glazer.
      Approved.
    10. The budget transfer outlined in the attached memo was motioned by Tucker
      and seconded by Levan. Approved.
    11. A motion to adjourn was made by Tucker at 11:45 am. Approved.

    Next meeting is scheduled for Tuesday, August 25, 9:15 am and will be held
    at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

August 25, 2009 @ 9:15 am

  • Minutes of the Tuesday, August 25, 2009 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:25am by Michael Lennon. Present were Levan, Moore, Glazer, and Lapple. Tucker and Andrews were excused. Bollerman was also present.
    2. On a motion by Levan and seconded by Glazer for approval of minutes of the July 21, 2009 meeting. Approved.
    3. On a motion by Lapple and seconded by Levan the personnel report was approved. Lennon, Levan, Glazer and Lapple voted in favor. Moore abstained.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Moore. Approved.
    5. The reports were read with interest. The Board enjoyed the prizes given out by the Young Adult department as part of the Summer Reading Program.
    6. Bollerman discussed the issues in converting the empty space on the second floor of the new facility into usable space. The Board was interested in hearing more about this, but not if it is to hold up the schedule or budget we have in place. Since it would do both, the Director was asked to make sure whatever measures could be in place to make a future addition less costly, should be undertaken.
    7. Moore discussed her visit to the Sayville Library.
    8. A motion to adjourn was made by Levan at 11:05 am. Approved.

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

September 15, 2009 @ 9:15 am

  • Minutes of the Tuesday, September 15, 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, Moore, Glazer, Tucker, Andrews and Lapple. Bollerman was also present.
    2. On a motion by Glazer and seconded by Lapple for approval of minutes of the August 25, 2009 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. The Director showed an ad that was placed in the Southampton Press along with the Hampton Bays Public Library and the Quogue Library. It was placed to advertise the Suffolk Homework Help service. The Director asked the Board to consider hiring a person to manage our computers, offer training to the staff and public, and design and maintain our web services. The Director was instructed to provide job descriptions and look into area vendors to provide like services.
    5. A motion to adjourn was made by Moore at 10:30 am. Approved.

    Next meeting is scheduled for Tuesday, October 20, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

October 20, 2009 @ 9:15 am

  • Minutes of the Tuesday, October 20, 2009 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:26 am by Michael Lennon. Present were Levan, Glazer,
      Tucker, Andrews and Lapple. Moore was excused. Bollerman was also present.
      Two members of the public were also in attendance.
    2. On a motion by Tucker and seconded by Lapple for approval of minutes of
      the September 15, 2009 meeting. Approved.
    3. The two members of the public are library school students who are observing
      library Board meetings.
    4. The Personnel Report was reviewed. A motion for its acceptance was made
      by Tucker and seconded by Andrews. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Glazer and seconded by Andrews. Approved.
    6. The reports were read with interest. The Board asked the Department Heads
      to be more consistent in the presentation of data within the reports. There
      was also a call for more content in the report. The Director was asked to
      provide a worksheet on conference attendance for the year. The Board asked
      the Director to change all charges for printing and copies in the Library
      to $0.25. The Board reviewed the analysis of the building budget.
    7. A motion to accept the proposal for printing, mailing and designing the
      newsletter by Visionary Graphics was made by Levan and seconded by Andrews.
      Approved.
    8. A motion to accept and file the 2008 IRS Form 990 Return of Organization
      Exempt from Income Tax was made by Tucker and seconded by Andrews. Approved.
    9. A motion to adjourn was made by Tucker at 10:49 am. Approved.

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

November 17, 2009 @ 9:15 am

  • Minutes of the Tuesday, November 17, 2009 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:23 am by Michael Lennon. Present were Levan, Glazer,
      Tucker, Andrews, Moore and Lapple. Bollerman was also present. Joseph Gianquinto
      and Victor Canseco were also in attendance.
    2. On a motion by Levan and seconded by Lapple for approval of minutes of
      the October 20, 2009 meeting. Approved.
    3. Joseph Gianquinto, CPA presented the Financial Statements of the Library
      dated June 30, 2009. Glazer made a motion for the audit’s acceptance. Andrews
      seconded the motion. Approved.
    4. Victor Canseco, Principal of Sandpebble Builders, Inc. presented a schedule
      for the completion of the new library. An updated schedule will be delivered
      to the Director at each job meeting (every two weeks). The building project
      looks to be finished by the end of June 2010.
    5. The Personnel Report was reviewed along with an addition. A motion for
      its acceptance was made by Tucker and seconded by Lapple. Approved.
    6. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Glazer and seconded by Andrews. Approved.
    7. Correspondence from Jane Duchnowski, Barbara Acard and Karen Bronstein,
      Gini Booth, Executive Director of Literacy Suffolk and Mark Wagar, President,
      Empire BlueCross BlueShield was reviewed.
    8. The reports were read with interest. It was noted that the reports had
      more substance and were easier to read. Levan moved and Moore seconded for
      four people to attend PLA in Portland, OR. Approved. The Director’s vacation
      was approved. An increase in the cost of wall coverings was approved.
    9. A motion to approve the SCLS 2010 budget was made by Tucker and seconded
      by Levan. Approved.
    10. Andrews left the meeting at 10:38 am.
    11. A motion to elect Nat Brown to the SCLS Board as our representative with
      our five votes was made by Lapple and seconded by Moore. Approved.
    12. A motion to accept the change to the furniture package, dated 10/31/09
      by A.R. Kropp and Co. was made by Glazer and seconded by Lapple. Approved.
    13. A discussion on the recent newsletter was begun. The Director was asked
      to inquire into any misunderstandings with the new printer about paper and
      print quality.
    14. A motion to adjourn was made by Moore at 11:08 am. Approved.

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

December 15, 2009 @ 9:15 am

  • Minutes of the Tuesday, December 15, 2009 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:23 am by Michael Lennon. Present were Levan, Andrews, Moore and Lapple. Tucker and Glazer were excused. Bollerman was also present.
    2. On a motion by Levan and seconded by Moore for approval of minutes of the November 17, 2009 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance was made by Levan and seconded by Lapple. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Andrews. Approved.
    5. Correspondence from Assemblyman Fred Thiele was reviewed regarding the Empire Plan and East End Hospital payment impasse and our request for a member item.
    6. The reports were read with interest. A talent search for our voice mail system was approved. The Board gave the Director some direction on moving the landscaping of the new building forward. The Board will donate extra building siding to Habitat for Humanity, if they are willing to take it. The Board will upgrade our internet service to Cablevision Ultra.
    7. A motion to adjourn was made by Moore at 10:07 am. Approved.

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

January 19, 2010 @ 9:15 am

  • Minutes of the Tuesday, January 19, 2010 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:23 am by Michael Lennon. Present were Levan, Andrews,
      Moore, Tucker and Lapple. Glazer was absent at beginning of meeting and
      arrived at 9:55 am. Bollerman was also present.
    2. On a motion by Lapple and seconded by Andrews for approval of minutes
      of the December 15, 2009 meeting. Approved.
    3. The Board spoke fondly of Harris Palmer, Friends of the Library treasurer.
      He will be greatly missed by the Library and the Friends.
    4. The Personnel Report was reviewed. A motion for its acceptance was made
      by Andrews and seconded by Levan. 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. Correspondence was received from a staff member who thanked the Board
      for their years of service gift.
    7. The reports were read with interest. Vacation for the Director was approved.
      His attendance at Lobby Day and an overnight conference in Ithaca in April
      were also approved. The Director was asked to use a local firm for purchase
      of the table lamps.
    8. On a motion by Andrews and seconded by Moore to ask the school district
      to include a proposition on the May ballot for an operating budget for
      the Library in the amount of $2,001,449. This includes the principal and
      interest for the new building bond. The motion was approved.
    9. The 2009 Westhampton Free Library Annual Report for Public and Association
      Libraries was moved for acceptance by Lapple and seconded by Glazer. Approved.
    10. On a motion by Lapple and seconded by Andrews, the Director was asked
      to contract with Visionary Graphics on a web site redesign not to exceed
      $8,500. Approved.
    11. A motion to adjourn was made by Tucker at 11:07 am. Approved.

    Next meeting is scheduled for Tuesday, February 11, 9:15 am and will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach.

February 11, 2010 @ 9:15 am

  • Minutes of the Tuesday, February 11, 2010 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 10:45 am by Michael Lennon. Present were Levan, Andrews,
      Moore, Glazer and Tucker. Lapple was excused. Bollerman was also present.
    2. On a motion by Levan and seconded by Moore for approval of minutes of the
      January 19, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance was made
      by Tucker and seconded by Andrews. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Tucker and seconded by Andrews. Approved.
    5. The reports were read with interest. The Director was asked to confirm
      some statistics. The finish on the clocks was also discussed. Some members
      of the Board would be meeting with a local landscaper to review the plan.
      There is a building tour on Wednesday, February 24 at 11 am.
    6. Tucker left the meeting at 11:52 am.
    7. Levan left the meeting at 11:56 am.
    8. On a motion by Andrews and seconded by Moore the Director can purchase
      the BiblioGate VI and other equipment in the proposal. The motion was approved.
    9. The proposal for movers submitted by National Library Relocations was moved
      for acceptance by Glazer and seconded by Andrews. Approved.
    10. The proposal to engage Total Computer Group for an evaluation and network
      design was moved by Glazer and seconded by Andrews. Approved.
    11. A motion to adjourn was made by Glazer at 12:23 pm. Approved.

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

March 16, 2010 @ 9:15 am

  • Minutes of the Tuesday, March 16, 2010 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:29 am by Michael Lennon. Present were Levan, Andrews,
      Moore, and Lapple. Glazer and Tucker were excused. Bollerman was also present.
    2. On a motion by Lapple and seconded by Andrews for approval of minutes of
      the February 11, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance was made
      by Moore and seconded by Andrews. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Lapple and seconded by Moore. Approved.
    5. The reports were read with interest. The Board approved the destruction
      of records in accordance with our retention schedule. The Board agreed to
      be photographed at the April meeting for the web site and other promotional
      material. The Board reviewed the results of our video game survey. Based
      on those results the Library will continue to develop a collection.
    6. On a motion by Levan and seconded by Andrews the amendments to the SCLS
      Resource Sharing Code were accepted. Approved.
    7. A motion to adjourn was made by Andrews at 11:20 am. Approved.

    Next meeting is scheduled for Tuesday, April 20, 9:15 am and will be held
    at Village Hall, 2nd Floor, 16-5 Mill Road, Westhampton Beach.

April 20, 2010 @ 9:15 am

  • Minutes of the Tuesday, April 20, 2010 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:26 am by Michael Lennon. Present were Andrews, Levan, Glazer, Tucker and Lapple. Moore was excused. Bollerman was also present.
    2. On a motion by Moore and seconded by Lapple for approval of minutes of the March 16, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance was made by Levan and seconded by 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. Andrews arrived at 9:50 am.
    6. The reports were read with interest. The Reference Report will be coming soon via email. Some statistics were missing as
      well. They will be updated next month. The pictures taken of the Board today will be used on our website and promotional
      materials. The Board agreed to investigate selling the van once we have moved back to 7 Library Ave. The Director was told to
      go ahead and develop the photos shown for the first display in the gallery. The Director was given permission to go ahead and
      purchase items to outfit the new Library, including: kitchen equipment, outdoor items and other various items. The Board would
      like to hold a tag sale of items no longer needed on Saturday, June 19 and Sunday, June 20. The Director will bring a proposal for uniform shirts to the next meeting. The Director can work with Steve Amiaga on photographing the building. The Board approved the
      Display Presentations proposal with some comments. The Board also selected the recommended signage contractor. The Board asked
      the Director to investigate language that would remove the temporary library, but allow for other situations without hurting us.
      The Director on a motion by Moore and seconded by Lapple can accept the Infrastructure Analysis and Recommendations by Total
      Computer Group. Motion carried with Tucker abstaining. The Director can pursue the recommendations from Total Computer but
      should negotiate for free onsite service for the first 90 days and make sure the ESP service allows for that coverage as well.
      The Director, on a motion from Moore and seconded by Levan, can upgrade the phone handsets and switches as per the DJJ proposal.
      Motion was approved with Tucker abstaining.
    7. The discussion on the policy manual was put off until the next meeting.
    8. A motion to adjourn was made by Levan at 12:28 pm. Approved.

    Next meeting is scheduled for Tuesday, May 18, 9:15 am and will be held at Village Hall, 2nd Floor, 16-5 Mill Road, Westhampton Beach.

May 17, 2010 @ 9:15 am

  • Minutes of the Monday, May 17, 2010 Meeting
    held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

    1. Call to Order at 9:26 am by Michael Lennon. Present were Andrews, Levan, Glazer, Tucker and Lapple. Moore was excused. Bollerman was also present.
    2. On a motion by Tucker and seconded by Andrews for approval of minutes of the April 20, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance was made by Lapple and seconded by Andrews. 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. Correspondence was received from Jay Janoski thanking the Board for the flowers received for his father’s funeral.
    6. The reports were read with interest. The staff has been compiling a welcome packet that the Board hopes will come out by Memorial Day. The Board will hold a press conference the week of May 24 to announce the opening of the new Library and the closing of the temporary. The Director was approved to take the Advanced Seminar in Library Administration at SCLS starting in September. The Board reviewed the building project budget. The Board approved the purchase of a weather station.
    7. The discussion on the policy manual was put off until the next meeting.
    8. On a motion by Levan and seconded by Tucker the Library will be appraised by Appraisal Affiliates. Approved.
    9. Lapple moved and Andrews seconded a motion to enter into an executive session to discuss a personnel matter. Approved. The session began at 11:04 am.
    10. Levan moved to end the executive session. Andrews seconded. Approved at 11:15 am. Tucker moved to begin the public session. Seconded by Lapple. Approved.
    11. A motion to adjourn was made by Levan at 11:18 am. Approved.

    Next meeting is scheduled for Tuesday, June 15, 9:15 am and will be held at Village Hall, 2nd Floor, 16-5 Mill Road, Westhampton Beach.

June 21, 2010 @ 9:15 am

  • Minutes of the Monday, June 21, 2010 Meeting
    held at Library Meeting Room

    1. Call to Order at 9:32 am by Michael Lennon. Present were Andrews,
      Levan, Tucker and Moore. Lapple and Glazer were excused. Bollerman
      was also present.
    2. On a motion by Tucker and seconded by Andrews for approval
      of minutes of the May 17, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance
      was made by Andrews and seconded by Moore. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the
      monthly bills was made by Andrews and seconded by Tucker. Approved.
    5. The reports were read with interest. All seems to be ready
      for opening on June 26. The furniture will be delivered on Friday,
      June 25. The tag sale held June 19 and 20 raised over $1,300.
      Signs on soffits will be moved and some shelving turned. The
      Director will report back about Plexiglas under some windows
      and cushions on sills.
    6. On a motion by Levan and seconded by Tucker for the destruction
      of documents as outlined in memo. Approved.
    7. On a motion by Levan and seconded by Andrews the Library policies
      were updated as noted. Revised manuals will be distributed at
      a future meeting. Approved.
    8. Moore, Lapple and Andrews were appointed to the nominating
      committee by Lennon. Andrews made a motion to accept on a second
      by Moore. Approved.
    9. On a motion by Andrews and seconded by Moore the Director is
      authorized to lease two copiers from South Shore Office Products.
      Approved.
    10. A motion to adjourn was made by Moore at 11:48 am. Approved.

    Next meeting is scheduled for Tuesday, July 20, 9:15 am. The annual reorganization meeting will precede the regular monthly meeting.

All meetings are open to the public. Changes to this schedule will be posted in the library and on the library web page.