Board of Trustees Meetings for 2010 – 2011

July 23, 2010 @ 9:30 am

  • Minutes of the Friday, July 23, 2010 Meeting
    held in the Craft Room

    1. Call to Order at 9:50 am by Michael Lennon. Present were Andrews, Levan, Lapple, Glazer and Moore. Tucker was excused. Bollerman was also present.
    2. Lapple motioned, and Levan seconded to enter into an Executive Session to discuss a personnel matter. Approved. Board entered at 9:51 am.
    3. Levan motioned to end the Executive session and re-enter the public meeting at 10:05 am. Andrews seconded. Approved.
    4. On a motion by Levan and seconded by Glazer for approval of minutes of the June 21, 2010 meeting. Approved.
    5. The Personnel Report was reviewed. A motion for its acceptance was made by Levan and seconded by Lapple. Approved.
    6. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Andrews and seconded by Lapple. Approved.
    7. The Board reviewed correspondence from Wendy and Gary Rugg, Sybil Cohen and Pat Juskowitz, Jeanne Lewin and learned of a donation made by one of
      our younger patrons.
    8. The reports were read with interest. Six staff members are allowed to attend the NYLA Conference in November. The Library will train up to ten staff members in CPR/AED. The Library opening was well received as is the new building. The Board approved adding solar powered roof ventilators. The Director was asked to proceed with the Hildreth Glass Lexon proposal for under certain windows. Levan, Moore, Andrews and Lapple will assist the Director with the indoor plants. A recent donor request was not granted. The Director received some guidance on contractors to provide landscape maintenance. The vacation policy was modified to allow all full time staff to receive four weeks of vacation after one year of service. Three staff members vacation was allowed to be carried over. The Director was asked to explore replacing the crushed shell at the front of the building with irregular bluestone.
    9. Andrews exited at 10:33 am.
    10. On a motion by Levan and seconded by Lapple that the tutor policy be updated as discussed. Approved.
    11. On a motion by Lapple and seconded by Levan the Director is authorized to sign a sprinkler inspection agreement with Sentry Fire Sprinkler. Approved.
    12. A motion to adjourn was made by Levan at 11:20 am. Approved.

    Next meeting is scheduled for Tuesday, August 17, 9:30 am.

August 17, 2010 @ 9:30 am

  • Minutes of the Tuesday, August 17, 2010 Meeting

    1. Call to Order at 9:38 am by Michael Lennon. Present were Andrews, Levan, Lapple, and Glazer. Moore and
      Tucker were excused. Bollerman was also present.
    2. On a motion by Levan and seconded by Lapple for approval of minutes of
      the July 23, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion for its acceptance was made
      by Lapple and seconded by Andrews. Approved. The Board will be making personal
      introductions to new staff members.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Levan and seconded by Glazer. Approved.
    5. The reports were read with interest. It was suggested that staff contact
      the ESL department at the schools to discuss needs and possible library partnerships.
      A few errors in the statistical report were to be corrected. The Board asked
      the Director to continue with the uniform shirts. A review of the indoor
      plant proposal was made with many suggestions for its improvement. The Director
      will ask for those changes in a new proposal. The Director was asked to look
      for another proposal for the bluestone near the front. The Director was asked
      to discuss with Tucker the computer network management agreement.
    6. A motion to adjourn was made by Levan at 11:03 am. Approved.

    Next meeting is scheduled for Tuesday, September 21, 9:30 am.

September 21, 2010 @ 9:30 am

  • Minutes of the Tuesday, September 21, 2010 Meeting
    held in the Craft Room

    1. Call to Order at 9:37 am by Karen Andrews. Present were Levan, Lapple, Moore, Tucker and Glazer. Lennon was excused.
      Bollerman and one member of the public were also present.
    2. On a motion by Glazer and seconded by Levan for approval of minutes of the August 17, 2010 meeting. Approved.
    3. One member of the public expressed their interest in the live-brary.com website. In addition, their appreciation
      of the programs and the overall good job the Library is doing.
    4. The Personnel Report was reviewed. A motion for its acceptance was made by Tucker and seconded by Lapple. 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. A letter from Richard M. Braun was received. The Director was asked to respond.
    7. The reports were read with interest. The Board was interested and pleased by the efforts and result of our Battle of the
      Books team. The Board received the letter from staff regarding the uniforms. They have asked the Director to continue the use
      of a uniform shirt. The Board asked the Director to remove the small shells from near the entrance way and replace with mulch
      and some small bushes. Lapple and Andrews will assist the Director and staff with the art in the Library. Live-brary.com launch
      and website were presented by Director. The Director also presented the continuing education idea of the 23 Things. This
      program will educate staff on the power of social networking and current ways of using the Internet and associated devices
      and media. This will improve the libraries ability to communicate with our patrons and help to understand their needs more.
    8. Levan exited at 11:20 am.
    9. A motion was made by Tucker and seconded by Lapple to change the meeting room policy to state that all must be allowed to
      attend without charge.
    10. A motion to adjourn was made by Tucker at 11:42 am. Approved.

    Next meeting is scheduled for Tuesday, October 19, 9:30 am.

October 19, 2010 @ 9:30 am

  • Minutes of the Tuesday, October 19, 2010 Meeting

    1. Call to Order at 9:35 am by Michael Lennon. Present were Andrews, Levan,
      Lapple, Moore, and Glazer. Tucker was excused. Bollerman was also present.
    2. On a motion by Lapple and seconded by Andrews for approval of minutes
      of the September 21, 2010 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills
      was made by Andrews and seconded by Moore. Approved.
    4. The reports were read with interest. The Board asked about the continuation
      of the Library Geek program. Details will be forthcoming next month. The
      Board reviewed the proposal from the Children’s Librarian regarding the
      images for the Children’s Room. After a tour they agreed to the proposal
      with some minor changes. The donor sign was discussed. A decision will
      be made at the November meeting. The Board approved the purchase of a new
      coin/cash machine for the print release station. The Board approved the
      Director to contract with Mynor Martinez for the landscape maintenance
      work.
    5. A motion to exit the public meeting was made by Levan and seconded by
      Moore. Approved.
    6. A motion to enter into executive session to discuss a contract negotiation
      was made by Levan and seconded by Moore. Approved.
    7. Session began at 11:37 am.
    8. A motion to exit the executive session was made by Lapple and seconded
      by Andrews. Approved.
    9. Session ended at 11:43 am.
    10. A motion to reenter the public meeting was made by Moore and seconded
      by Andrews. Approved.
    11. Glazer left the meeting at 11:43 am.
    12. On a motion by Levan and seconded by
      Lapple, the Board President was desired to offer the Library Director a
      contract of employment. Approved.
    13. A motion to adjourn was made by Levan at 11:47 am. Approved.

    Next meeting is scheduled for Tuesday, November 16, 9:30 am.

November 16, 2010 @ 9:30 am

  • Minutes of the Tuesday, November 16, 2010 Meeting

    1. Call to Order at 9:35 am by Michael Lennon. Present were Andrews, Levan, Lapple, and Tucker. Moore was excused.
      Bollerman was also present.
    2. On a motion by Lapple and seconded by Levan for approval of minutes of the October 19, 2010 meeting. Approved.
    3. The Personnel Report was reviewed. A motion to approve 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 Tucker and seconded by Andrews.
      Approved.
    5. Glazer arrived at 9:50 am.
    6. A letter was received from Denise Gibbon. The Director will draft a letter in response.
    7. The reports were read with interest. They enjoyed the report on the Comicon convention. Lapple moved and Andrews seconded
      to subscribe to the Universal Class product. The Director was asked to look into the crack on the north side stairs.
    8. On a motion by Levan and seconded by Andrews, the Board approves the SCLS 2011 Budget. Approved.
    9. A motion by Tucker and seconded by Levan to accept the IRS 990. Approved.
    10. A motion by Levan and seconded by Tucker to accept the audit of financial statements of June 30, 2010 as prepared by Joe
      Giaquinto. Approved.
    11. The Board began a conversation regarding the mission, goals and objectives of the Library.
    12. A motion to adjourn was made by Levan at 11:35 am. Approved.

    Next meeting is scheduled for Tuesday, December 14, 9:30 am.

December 14, 2010 @ 9:30 am

  • Minutes of the Tuesday, December 14, 2010 Meeting

    1. Call to Order at 9:40 am by Michael Lennon. Present were Andrews, Levan, Lapple and Tucker. Glazer was excused. Bollerman
      was also present.
    2. On a motion by Lapple and seconded by Tucker for approval of minutes of the November 16, 2010 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 was received from the Board of the Longwood Public Library thanking us for showing them our new building.
    5. Moore arrived at 10:04 am.
    6. The reports were read with interest. The Board is interested in some items learned at the NYLA Conference and asks the Director
      to follow up. Tucker, with a second from Andrews approve the destruction of records as outlined in the memo. The Director is
      allowed to pursue the work in the proposal from Ram Electrical. The Director was given direction on the blinds for the Library.
    7. The Board continued their conversation regarding the mission, goals and objectives of the Library.
    8. A motion to adjourn was made by Levan at 10:52 am. Approved.

    Next meeting is scheduled for Tuesday, January 18, 9:30 am.

January 18, 2011 @ 9:30 am

  • Minutes of the Tuesday, January 18, 2011 Meeting

    1. Call to Order at 9:34 am by Michael Lennon. Present were Moore, Levan, Lapple, Glazer and
      Tucker. Andrews was excused. Bollerman was also present.
    2. On a motion by Tucker and seconded by Glazer for approval of minutes of the December 14, 2010 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Lapple. Approved.
    4. A letter was received from Harold Trabold, President, Board of Trustees of the Suffolk Cooperative Library System. He wrote about the System’s recommendation of having libraries vote on a common day. The Board review the letter.
    5. The reports were read with interest. The Board asked the Director to investigate how patrons are being served at the self service areas. The Director was asked to explore any possible insurance issues with helping patrons with first aid. The donor sign was reviewed and changes will be sent along to the designer. On a motion from Levan and seconded by Moore to accept the Bay Carpet proposal for the blinds. Approved. On a motion from Lapple and seconded by Moore to accept the proposal for a bench for the vestibule. Approved with Glazer opposed. The Board would like to have a LEED Plaque unveiling ceremony on April 22 at 6 pm. The Board approved closing the library on Thursday, March 10 in order for the Director to conduct customer service training. A breakfast and lunch will be provided.
    6. The Board will meet on January 25 at 9:30 am to discuss the 2011/12 Operating Budget.
    7. Levan exited at 11:39 am.
    8. The Board continued their conversation regarding the mission, goals and objectives of the Library.
    9. Glazer left at 11:50 am.
    10. A motion to adjourn was made by Tucker at 11:55 am. Approved.

    Next meeting is scheduled for Tuesday, January 25, 9:30 am. Next regular meeting is scheduled for Tuesday, February 15, 9:30 am.

January 25, 2011 @ 9:30 am

  • Minutes of the Tuesday, January 25, 2011 Meeting

    1. Call to Order at 9:36 am by Michael Lennon. Present were Levan, Lapple, Andrews and Tucker. Glazer and Moore were
      excused. Bollerman was also present.
    2. The Board discussed the 2011/12 Operating Budget. Levan moved with Lapple seconding a motion to ask for $2,036,229
      from the Westhampton Beach UFSD members for the 2011/12 budget year. The total spending for the 2011/12 year is $2,467,929.
      Approved.
    3. The Board also discussed changing their regular meeting day to Thursday. The change would start in March. The Director
      will provide a schedule. There was general agreement on this action.
    4. A motion to adjourn was made by Andrews at 10:32 am. Approved.

    Next regular meeting is scheduled for Tuesday, February 15, 9:30 am.

February 15, 2011 @ 9:30 am

  • Minutes of the Tuesday, February 15, 2011 Meeting

    1. Call to Order at 9:35 am by Michael Lennon. Present were Moore, Levan, Andrews, Glazer and Tucker. Lapple was excused.
      Bollerman was also present. There were two members of the public present as well.
    2. On a motion by Tucker and seconded by Levan for approval of minutes of the January 18 and 25, 2011 meetings. Approved.
    3. Two students from Queens College are observing this meeting for a class assignment.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Glazer.
      Approved.
    5. Tucker made a motion to move $150,000 from our unrestricted reserve to our Technology Fund. Andrews seconded and all were
      in favor. Approved.
    6. A letter was shared from Alison Davis thanking Ms. Millrod and Ms. Miller for their work in the Children’s Room. A letter
      was received asking us to return a tapestry to the creators’ husband if the Library was no longer going to be needing it. The
      Board agreed to it being returned.
    7. The reports were read with interest. The Board likes the idea of increasing signage in the stacks to make it easier for
      patrons to find their materials. Also a sign over the self-pickup of holds was suggested. The Department Heads reports will
      change slightly due to the change in Board meeting day. The Board changed the policy to pay part-time employees when the
      library closes due to an emergency. The Board agreed to the placement of shelves in order to have an ongoing Friends used books
      sale. The shelves will be placed near the DVDs. Teen room staffing schedule should be reviewed to ensure there is adequate coverage.
    8. Andrews left meeting at 10:05 am.
    9. A motion to increase Teen Programming by $3,500 was made by Tucker and seconded by Glazer. Approved.
    10. A motion to accept the revised Library Food Policy and Rules of Use of the Library was made by Levan and seconded by Moore.
      It was approved with Glazer voting against.
    11. The 2010 Annual Report for Public and Association Libraries was moved to be accepted on a motion by Tucker and a second by
      Levan. Approved.
    12. A motion to adjourn was made by Levan at 11:32 am. Approved.

    Next regular meeting is scheduled for Thursday, March 24, 9:30 am.

March 24, 2011 @ 9:30 am

  • Minutes of the Tuesday, March 24, 2011 Meeting

    1. Call to Order at 9:37 am by Michael Lennon. Present were Moore, Levan, Andrews, Glazer and Lapple. Tucker was excused.
      Bollerman was also present.
    2. On a motion by Moore and seconded by Levan for approval of minutes of the February 15, 2011 meeting. Approved.
    3. The personnel report was reviewed and a motion for its acceptance was made by Lapple and seconded by Levan. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Lapple.
      Approved.
    5. A thank you letter was shared from Nola Thacker.
    6. The reports were read with interest. The Board asked the Director to investigate eliminating the middle security gate near
      the front door. "In A Nutshell: The Worlds of Maurice Sendak" will be exhibited from July 6 to August 19. Seven people
      were recommended to attend the Long Island Library Conference. The tapestry is on its way home after last month’s request. The
      Board is moving forward on the donor sign and two new signs, for the book sale and reserved items, will be ordered. The Board
      agreed to allow the Director to work with the RSVP Community Computer Connections Program to dispose of older technology. The
      Board is not going to pursue an RFID patron card at this time. The Board will host the LEED Plaque unveiling on Friday, April 22
      at 6:30 pm.
    7. Glazer left meeting at 10:45 am.
    8. Andrews left meeting at 10:55 am.
    9. A motion to accept the four service contracts as per the Director’s memo was made by Levan and seconded by Moore. Approved.
    10. A separate meeting to discuss the mission and goals was proposed. An initial lunch meeting was set for Monday, April 25 at
      noon.
    11. A motion to adjourn was made by Moore at 11:10 am. Approved.

    Next regular meeting is scheduled for Thursday, April 28, 9:30 am.

April 28, 2011 @ 9:30 am

  • Minutes of the Thursday, April 28, 2011 Meeting

    1. Call to Order at 9:38 am by Michael Lennon. Present were Tucker, Levan, Andrews, Glazer and Lapple. Moore was excused.
      Bollerman was also present.
    2. On a motion by Andrews and seconded by Lapple for approval of minutes of the March 24, 2011 meeting. Approved.
    3. The personnel report was reviewed and a motion for its acceptance was made by Andrews and seconded by Levan. 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. A thank you letter was shared from Katy Hepner.
    6. The reports were read with interest. The Board will not increase the Children’s material budget at this time. They Board
      asked the Director for a breakdown of the cost per use on the database reports. The Board agreed to add some non-binding language regarding meeting room use. The Board reviewed the Principals for Good Governance and Ethical Practice: A Guide for Charities and Foundations
      published by the Panel on the Nonprofit Sector. The Board will reimburse three staff who attended the CLASC program. The Board recommended a doctor to oversee the PAD program. The Board revised the size of the donor plaque. The Director reported on the issues of
      the security gate. Some safety tape will be applied to see if it helps. The Board had some suggestions for the Director on the
      patron satisfaction survey. The Board agreed to allow the Director to purchase Circa to assist with the inventory functions at the Library.
    7. Lennon formed a Mission and Goals committee charged with formulating a mission and goals for the Library. Tucker, Lapple and
      Levan were appointed to the committee.
    8. Lennon announced his desire not to continue as a trustee after his term expires on June 30. The other trustees thanked Mike for
      his service. A call will go out from the Director announcing the opening immediately. Letters of interest will be received by the
      Board until Friday, June 10 at 5 pm.
    9. A motion to adjourn was made by Glazer at 11:18 am. Approved.
    10. Next regular meeting is scheduled for Thursday, May 26, 9:30 am.

May 26, 2011 @ 9:30 am

  • Minutes of the Thursday, May 26, 2011 Meeting

    1. Call to Order at 9:30 am by Joan Levan. Present were Tucker, Glazer and Moore. Lapple, Andrews and Lennon were excused.
      Bollerman was also present.
    2. Kevin Verbesey, Director of the Suffolk Cooperative Library System (SCLS) was asked by the Director to visit the Board.
      He spoke about the work SCLS performs on behalf of the libraries of Suffolk County. He also spoke about the tax cap legislation currently being proposed in Albany. He outlined the potential impact to our library and the challenges with the legislation as it is written.
      The Board thanked him for attending and providing a detailed overview of the situation in Albany.
    3. On a motion by Tucker and seconded by Glazer for approval of minutes of the April 28, 2011 meeting. Approved.
    4. The personnel report was reviewed and a motion for its acceptance was made by Tucker and seconded by Moore. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Tucker.
      Approved.
    6. The reports were read with interest. The Board reminded the Director that new people are running Rogers Beach and that
      they might need to be made aware of the Book Swap program. The Board asked the Department Heads to include a paragraph on plans
      for the upcoming month in addition to reporting on what has happened. The Board would like the Children’s Department to explore offering classes to help parents help their children navigate social media. The Board was happy to hear Library Journal selected us as an honorable mention in their New Landmark Libraries project. The Director will be evaluated as per their contract with him at the Annual
      Meeting in July.
    7. On a motion by Glazer and seconded by Moore for an amendment to the contract with the Director. Approved.
    8. On a motion by Tucker and seconded by Moore to accept the donations outlined in the memo written by Joe Giaquinto, from
      Mr. and Mrs. Oakley J. Gentry and Family and Kelly and Hulme, P.C. Approved.
    9. On a motion by Tucker and seconded by Moore to approve and accept the amended 2009 990 form. Approved.
    10. A motion to adjourn was made by Tucker at 11:30 am. Approved.

    Next regular meeting is scheduled for Thursday, June 23, 9:30 am.

June 23, 2011 @ 9:30 am

  • Minutes of the Thursday, June 23, 2011 Meeting

    1. Call to Order at 9:37 am by Michael Lennon. Present were Levan, Tucker, Glazer, Lapple and Moore. Andrews was excused. Bollerman
      was also present.
    2. On a motion by Tucker and seconded by Levan for approval of minutes of
      the May 26, 2011 meeting. Approved.
    3. The personnel report was reviewed and 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 Tucker and seconded by Lapple. Approved.
    5. The reports were read with interest. The Board moved their July meeting date
      to Tuesday, July 19 at 9:30 am. The Board suggested the Director put up
      a public announcement about the record setting year the Library had. Many
      compliments about Terry McEntee’s work on the gallery. It was suggested
      to contact the schools earlier to make the summer reading lists were received
      earlier. The Board recommended not renewing the following online products:
      Ancestry Plus, Britannica, Hobbies & Crafts, and the Text Reference
      Question service. The Director will review these with staff to make a final
      determination. The Board approved the quote for a laptop lab from Total
      Computer Group for $10,806.
    6. On a motion by Lapple and seconded by Tucker to suspend the meeting. Approved.
    7. Meeting suspended at 10:52 am.

    8. On a motion by Lapple and seconded by Moore to begin the meeting again. Approved.
    9. Meeting began again at 11:50 am.

    10. On a motion by Glazer and seconded by Tucker to have the Board act as the Nominating Committee as required
      by the bylaws. Approved.
    11. A motion to adjourn was made by Tucker at 12:02 pm. Approved.

    Next regular meeting is scheduled for Tuesday, July 19, 9:30 am.