Board of Trustees Meetings for 2011 – 2012

July 19, 2011 @ 9:30 am

  • Minutes of the Tuesday, July 19, 2011 Meeting

    1. Call to Order at 10 am by Joan Levan. Present were Tucker, Andrews and Moore. Lapple and Glazer were excused. Bollerman was also present.
    2. On a motion by Tucker and seconded by Moore for approval of minutes of the June 23, 2011 meeting. Approved.
    3. The personnel report was reviewed and 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 Andrews and seconded by Moore. Approved.
    5. The reports were read with interest. Five people were approved to attend the NYLA Conference in November. The Board appreciates the work Ms. Millrod has put into the successful In A Nutshell: The Worlds of Maurice Sendak exhibit. The Board would like the Director to explore the possibility of working with the Village Police and Fire Departments on life safety issues and training. The Director was asked to get bids on the printing for the library newsletter.
    6. The Director’s evaluation will occur before the next meeting with a time and place agreed upon by all.
    7. Andrews left the meeting at 11:05 am.
    8. A motion to adjourn was made by Moore at 11:10 am. Approved.

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

August 16, 2011 @ 9:30 am

  • Minutes of the Tuesday, August 16, 2011 Meeting

    1. Call to Order at 9:40 am by Joan Levan. Present were Tucker, Lapple and Glazer. Andrews was excused. Bollerman was also present.
    2. On a motion by Lapple and seconded by Tucker to appoint Karen Andrews to the Board of Trustees with her term to end on June 30, 2015. Effective from July 1, 2011. Approved.
    3. On a motion by Tucker and seconded by Glazer for approval of minutes of the July 19, 2011 meeting. Approved.
    4. The personnel report was reviewed and a motion for its acceptance was made by Glazer and seconded by Tucker. Approved. The Director was asked to announce the Director position to the local library listservs immediately.
    5. Moore arrived at meeting at 10 am.
    6. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Glazer. Approved.
    7. The reports were read with interest. Suggestions on promoting the Kids on the Green programs were made. The tax cap impacts were discussed.
    8. The Mission and Goals committee will begin work after Labor Day.
    9. The Membership Committee is still considering candidates for the open Board seat.
    10. On a motion by Glazer and seconded by Lapple to approve the Collaborative Agreement between the Library and Dr. Steven Spiegel. Approved.
    11. On a motion by Glazer and seconded by Moore to approve the Emergency Medical Policy. Approved.
    12. On a motion by Tucker and seconded by Lapple to approve the Non-District Resident Circulation Policy. Approved.
    13. On a motion by Moore and seconded by Tucker to approve the Policy on Period for Public Expression at Board of Trustee Meetings. Approved.
    14. On a motion by Lapple and seconded by Glazer to approve the changes to the Health Insurance and Short Term Leave Policies by changing the word spouse to partner. Approved.
    15. On a motion by Moore and seconded by Lapple to accept the bid for printing by Pine Barrens Printing to begin with the November/December issue. The Board asked the Director to use 30% recycled paper as well. Visionary Graphics will continue to layout and design the newsletter. Approved.
    16. A motion to adjourn was made by Moore at 10:52 am. Approved.

    Next regular meeting is scheduled for Tuesday, September 20, 9:30 am.

September 21, 2011 @ 9:30 am

  • Minutes of the Tuesday, September 21, 2011 Meeting

    1. Call to Order at 9:40 am by Karen Andrews. Present were Moore, Tucker, Lapple and Glazer. Bollerman was also present.
    2. On a motion by Lapple and seconded by Moore for approval of minutes of the August 16, 2011 meeting. Approved.
    3. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Moore. Approved. Joe Giaquinto will be asked to come to the next meeting to present the June 30, 2011 financial statements and the 990 Federal Return. The Director was asked to explore a credit card that offered points.
    4. Levan arrived at 10 am.
    5. The reports were read with interest. The Board was pleased to see the reports include up and coming information. There were some questions about clarifying the statistics. The Director can take off September 22, 29 and 30. Quogue Library would like us to take over the high school art show. Terry, Amelia and Dave will work to make that happen.
    6. The Mission and Goals committee did not meet.
    7. The Membership Committee is still considering candidates for the open Board seat.
    8. The Board set up a schedule to interview candidates for the Library Director position.
    9. On a motion by Lapple and seconded by Andrews to amend the Material Selection Policy to include a Material De-Selection section. Approved.
    10. A motion to adjourn was made by Moore at 11:10 am. Approved.

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

October 18, 2011 @ 9:30 am

  • Minutes of the Tuesday, October 18, 2011 Meeting

    1. Call to Order at 9:50 am by Joan Levan. Present were Andrews, Moore, Tucker, Lapple and Glazer. Bollerman was also present.
    2. Joe Giaquinto presented the Financial Statements and Audit for the year ending June 30, 2011. He also presented the 2010 Federal 990 form. On a motion from Glazer and seconded by Andrews was made to accept the Financial Statement as written. Approved. On a motion by Moore and seconded by Lapple to accept and file with the IRS the 2010 Form 990 as prepared by Giaquinto & Co. Approved.
    3. On a motion by Tucker and seconded by Lapple for approval of minutes of the September 21, 2011 meeting. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Andrews and seconded by Moore. Approved.
    5. The reports were read with interest.
    6. The Membership Committee is still considering candidates for the open Board seat.
    7. On a motion by Lapple and seconded by Andrews to enter into Acting Director Agreement with Bollerman as presented to Board. Approved.
    8. On a motion by Lapple and seconded by Tucker to offer Danielle Zubiller the position of Library Director. Approved.
    9. A motion to adjourn was made by Lapple at 11:32 am. Approved.

    Next regular meeting is scheduled for Tuesday, November 15, 2011 at 9:30 am.

November 15, 2011 @ 9:30 am

  • Minutes of the Tuesday, November 15, 2011 Meeting

    1. Call to Order at 9:40 am by Levan. Present were Andrews, Moore, Tucker, Lapple and Glazer. Danielle Zubiller was also present.
    2. The Board formally welcomed Zubiller to the Library.
    3. The Minutes of the October 18, 2011 meeting were reviewed. A motion to approve was made by Andrews and seconded by Glazer. Approved.
    4. The Personnel Report was reviewed. A motion to approve 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 Lapple and seconded by Glazer. Approved. The Board requested certain changes to future Treasurer’s Reports with respect to (1) “year to date” language, and (2) disclosure of balances for all funds in the Income and Expense Analysis. Zubiller agreed to arrange for these changes.
    6. No Correspondence was received.
    7. The Reports were read with interest. The Board requested that future Reports include additional business data and internal information. Zubiller agreed to arrange for these changes. The Board expressed interest in Zubiller’s suggestion of the installation of a video phone and monitor enlargers for hearing and visually impaired patrons. Zubiller will look into the costs of these measures and report back to the Board. The Board agreed with Zubiller’s recommendation that Valerie Lewis attend a future Staff Development meeting, which Board members are welcome to attend, to educate the staff on serving such impaired patrons. The Board welcomed Zubiller’s suggestion for on-line marketing in the E-Newsletter to enhance usage of certain databases including the Universal Class, Hobbies and Crafts and Tumble books. Zubiller will also (a) analyze and report on the number of monthly Library visits, taking into consideration program and website visits, (b) look into statistics on the use of Library passes, and (c) arrange to have the Friends’ meeting schedule added to the monthly newsletter.
    8. The Mission and Goals committee did not meet.
    9. The Board agreed to table the Membership Committee’s search for candidates for the open Board seat.
    10. A motion to approve the Tax Cap Override Resolution was made by Glazer and approved by Andrews. Approved.
    11. A motion to approve the SCLS 2012 Budget was made by Tucker and approved by Andrews. Approved.
    12. The Board agreed to pay for Zubiller’s Rotary dues and for monthly lunch meetings with the Chamber of Commerce. The Board also agreed to revised the Personal Appearance Policy to no longer require that the staff wear Library issued shirts.
    13. A motion to adjourn was made by Glazer and approved by Lapple at 11:50 am. Approved.

    Next regular meeting is scheduled for Tuesday, December 13, 2011 at 9:30 am.

December 13, 2011 @ 9:30 am

  • Minutes of the Tuesday, December 13, 2011 Meeting

    1. Call to Order at 9:35 am by Levan. Present were Moore, Tucker, Lapple and Glazer. Zubiller and Chmielewski were also present.
    2. The Board formally welcomed Agnes Chmielewski to take minutes.
    3. The Minutes of the November 15, 2011 meeting were reviewed. A motion to approve was made by Tucker and seconded by Lapple. Approved.
    4. The Personnel Report was reviewed. A motion to approve was made by Tucker and seconded by Lapple. Approved. A motion to approve Joshua Perry as Library Trainee was made by Lapple and second by Moore. Approved
    5. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Moore. Approved.
    6. The Library received a Christmas card from Erica and Kristina Sheludennko. There was an application from Tabaco Coalition of Long Island to enforce and entry way and outdoor nonsmoking policy. Zubiller will fill out the application.
    7. Reports – The Reports were read with interest. The Board questioned the number for Geek Club, why did it go down. The Board loved the idea of the Top Ten Books and Literacy, and was pleased about the new way we are promoting the Monday Night Book Club. The missing items on the inventory list raised a concern, is there a theft problem in the Library. Zubiller to evaluate on the missing items and check if the cube for DVDs is cost effective for this problem.

      Statistics – Hobbies and Crafts were not renewed, EventKeeper was purchased in its place to keep track of all the programs and get the registration done online. There were some concerns about the numbers for Web site visits and Adult Computer usage. Also why was there 50% drop in reference question? Zubiller to double check the numbers with Janoski.

      Board decided to report on their involvement in the Library as well as the community. Tucker did fund raising thought out Thanksgiving.

      Levan attended Wreath making program in the Library, also stopped in to see The Letters to Santa in Children’s Department.

      Lapple attended Boat making program, suggested the presenter comes back in the summer. She also attended the move Kinder Transport.

      Moore is involved in Maureen’s Haven; she coordinates the volunteers for cooking.

      10:40 am Andrews joined the meeting

      • The Mission and Goals committee did not meet.
      • The Board agreed to table the Membership Committee’s search for candidates for the open Board seat
      • Director’s report was read with interest
      • Friend’s report was read with interest. The Board was happy to see this report and would like to see it in the future.
    8.  

      • On a motion by Lapple second by Andrews to approve moving one of the self-check stations by holds. Approved.
      • The Board agreed to table Strategic Plan, Budget Draft, and Personnel Plan. All will be discussed on December 28, 2011 at 9am.
      • Marketing Plan was discussed but not decided on. The board will meet with the publicist in spring.
      • Signage –
        • Circulation desk – Welcome Desk
        • Teen Room – Dave to hold a contest for teen to come up with the name
        • Reference Desk – Information
        • Children’s Room – Idea Place
        • Children’s Circ station – Navigation Station
        • Children’s Craft room – Creation Station
        • Re-school area- Discovery Den

        Zubiller to price out all the signage.

      • A motion to approve PLA and IUG conferences was made by Lapple second by Andrews. Approved
      • On a motion by Glazer second by Moore to approve the distribution of the $3,000.0 donation from The Leo Walsh Foundation, $2,500 towards Children’s Traveling Tales collection and $500.00 to Teen department. Approved.
      • On a motion by Lapple second by Andrews to purchase indoor book drop. Tucker proposed using local vendors, Zubiller to get a quote. Approved.

        On a motion by Tucker second by Andrews to purchase more appealing book carts for the front. Approved.

        Shelving for teen room to be priced out with Kropps for December 28th meeting.

      • On a motion by Lapple and second by Moore the Library will close on Monday, January 9, 2012 from 9 am to 11pm to host Disability Awareness seminar. Approved.
      • Zubiller proposed to have a Potluck Breakfast for staff and board on Sunday, January 8th at 10m. Please RSVP to Chmielewski.
      • On a motion by Glazer second by Anderews to approve the Dress Standards for the Library’s staff. Approved.
    9. The Board proposed that all the paintings from the attic be put in the Friend’s Book Sale.

      On a motion by Moore second by Lapple to have DJJ technologies install a camera in the Medina Room quiet reading area for $1,200.0 and to have an inclement weather message on the phone for $320.00. Approved.

      On a motion by Lapple second by Andrews to approve the Library as a Passport Acceptance Facility. Also for Chmielewski to become a Notary Public. Approved.

    10. A motion to adjourn was made by Lapple and approved by Tucker at 11:45 am. Approved.

    Next regular meeting is scheduled for Tuesday, January 17th, 2012 at 9:30 am.

December 28, 2011 @ 9:30 am

  • Minutes of the Wednesday, December 28, 2011

    1. Call to Order at 10:45 am by Hank Tucker. Present were Tucker, Lapple and Levan, Moore. Glazer was absent. Zubiller was also present.
    2. On a motion by Moore and seconded by Andrews to appoint Rachel Mayo as assistant head of circulation, Amelia Gagliano as head of teen services, Jocelyn Kaleita to PT librarian, Barbara Acard as FT librarian, Mary Barr as PT librarian assistant, Doreen Vasso as PT clerk, Sean Pesce as PT clerk. Approved.
    3. On a motion by Andrews and seconded by Lapple. Louis DeRobertis appointed for monthly monitoring of network. David Janku appointed for on site technician to replace Total Computing monitoring and on-site. Approved.
    4. On a motion by Moore and seconded by Andrews to pay a year end bonus as listed on bonus report. Approved.
    5. On a motion by Tucker and seconded by Moore. Change in Retirement benefits policy to be changed eligibility to employees working no less than 25 hours per week, existing pension benefit employees grandfathered. Approved.
    6. Meeting adjourned at 10:50 am.

January 14, 2012 @ 3:00 pm

  • Minutes of the Tuesday, January 14th, 2012

    1. Call to Order at 3:05pm by Joan Levan. Present were Tucker, Moore. Glazer and Andrews. Zubiller and Chmielewski were also present.
    2. The minutes of December 13, 2011 meeting were reviewed. A motion to approve was made by Tucker second by Andrews. Approved.
    3. Tom Benjamin would like to donate a player piano to the Library. Board decided not to make a decision to accept it before a proper space can be found for it.
    4. The Personnel report was reviewed. A motion to approve was made by Moore second by Glazer. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve was made by Andrews second by Glazer.
    6. Board of trustees received few thank you notes from the Library staff for the bonuses, as well as how wonderful the Potluck Breakfast was.
    7. All the reports were read with interest. The board like the statistics provided by Jay Janoski and would like to see them each month for each department.
    8. The Membership Committee did not meet.
    9. A motion to approve all the changes to the policies was made by Glazer second by Andrews. Approved. Zubiller explained contract district revenue. Glazer was excused at 5:01pm. A motion to approve proposals for furniture, security cameras, computer software, blinds and radios was made by Moore second by Andrews. Approved. Proposal for Photo cards was not approved; board needs more information about the need of new library cards.
    10. A motion to adjourn was made by Levan second by Tucker at 5:40pm.

    Next regular meeting is scheduled for Tuesday, February 14th, 2012 at 9:30am.

February 1, 2012 @ 9:30 am

  • Minutes of the Wednesday, February 1st, 2012

    1. Call to Order at 9:53am by Joan Levan. Present were Tucker, Moore and Andrews. Zubiller and Chmielewski were also present.
    2. Esther Glazer turned in her resignation as of January 31st, 2012. Joan Levan wrote a respond which was read at the meeting and will be send to Esther.
    3. Board decided to stay five member board.
    4. Zubbiler introduced idea for late hours during the summer, Memorial Day to Labor Day; library will be open 9:30am – 10pm during the week, 9:30am – 7pm Saturdays and 12pm – 5pm on Sundays.
    5. Board agreed to set up funds with the money in General Fund Marketing Fund $150,000.00 Program Fund $50,000.00 Long Term Maintenance Fund $100,000.00 Also to add additional $25,000.00 to Technology Fund and $25,000 to Capital Fund.
    6. Board decided to accept the player piano from Tom Benjamin. Zubbiler to contact Kropps for a solution for protection for the piano.
    7. Zubbiler presented signage proposal for the whole library. Board wants to see the list of all the signs and walk thru before making any decision.
    8. A motion to adjourn was made by Levan second by Tucker at 11:53am.

    Next regular meeting is scheduled for Tuesday, February 14th, 2012 at 9:30am.

February 21, 2012 @ 9:30 am

  • Minutes of the Tuesday, February 21st, 2012

    1. Call to Order at 4:37pm by Joan Levan. Present were Tucker and Andrews. Zubiller and Chmielewski were also present.
    2. The minutes of Jaruary 17th, 2012 meeting were reviewed. A motion to approve was made by Tucker second by Andrews. Approved.
    3. A painting of the original Library was donated to the Library form Harris Palmer‘s Estate. The library will do an unveiling of the painting together with the piano from Tom Benjamin.
    4. The Personnel report was reviewed. A motion to approve was made by Andrews second by Tucker. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve was made by Levan second by Andrews.
    6. All the reports were read with interest.
    7. A motion to approve the State Report was made by Andrews second by Tucker. Approved.
    8. A motion to approve the Tax Cap Resolution was made by Andrews second by Tucker. Approved.
    9. A motion to approve the 2012-2013 Budget was made by Andrews second by Tucker. Approved.
    10. Zubiller introduced an idea for Guest Cards. Board liked the idea and would like to try it.
    11. Signage will be discussed at a later date.
    12. A motion to adjourn was made by Levan second by Andrews at 5:17pm.

    Next regular meeting is scheduled for Tuesday, March 20th, 2012 at 9:30am.

March 20, 2012 @ 9:30 am

  • Minutes of the Tuesday, March 20th, 2012

    1. Call to Order at 9:32am, by Joan Levan. Present were Tucker, Moore and Andrews. Zubiller and Chmielewski were also present.
    2. The minutes of February 1st, 2012 meeting were reviewed. A motion to approve was made by Tucker second by Andrews. Approved.
    3. The minutes from February 21st, 2012 meeting were reviewed. A motion to approve was made by Tucker second by Andrews. Approved.
    4. The Personnel report was reviewed. A motion to approve was made by Tucker second by Moore. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve was made by Andrews second by Moore. Approved.
    6. Approval of monthly bills was made by Andrews second by Moore. Approved.
    7. Complain letter about shades in the Reference from Mr. Lynch was received and read.
    8. All the reports were read with interest. Board like the idea about floating collection. Would like the younger kids to be involved in the Hunger Games programs. All the departments have to improve their grammar and spelling in their memos. Zubiller suggested having a Department Head do a 10 minutes presentation at the Board meetings about what’s going on in their department. Board liked the idea. Summer hours to start May 1st, 2012.
    9. There will be Budget Workshop at the Library on Tuesday, May 6th, 2012.
    10. A motion to approve Records Retention and Disposition Policy was made by Tucker second by Andrews. Approved.
    11. A motion to approve purchase of a CD cleaning machine was made by Andrews second by Moore. Approved.
    12. Marketing will be discussed at a separate meeting.
    13. A motion to adjourn was made by Levan second by Tucker at 11:15am.

    Next regular meeting is scheduled for Tuesday, April 24th, 2012 at 9:30am.

April 24, 2012 @ 9:30 am

  • Minutes of the Tuesday, April 24, 2012 Meeting

    1. Call to Order at 9:35am by Tucker. Present were Levan, Andrews, Tucker,
      Moore, and Lapple. Danielle Zubiller was also present.
    2. The Minutes of the March 20, 2012 meeting were reviewed. A motion to approve was made by Moore and seconded by Lapple. Approved.
    3. Leslie Milrod, in her new position of “Idea Place Manager”, gave an interesting presentation regarding Playaway Audiobooks. Milrod informed the Board that a May 26, 2012 date has been selected for the promotion of the audiobooks, on which date the Library will also host the Identikit program in coordination with the local police department. Milrod advised the Board that she and Zubiller will get the word out to the schools and the newspapers.
    4. The Personnel Report was reviewed. A motion to approve was made by Lapple and seconded by Andrews. Approved.
    5. The Treasurer’s Report was read by Tucker. A motion to approve the monthly bills was made by Andrews and seconded by Lapple. Approved.
    6. A thank you note regarding the Canta Libre program was received from Ann Nowak, and read aloud by Zubiller. Ms. Nowak enclosed a $200 donation with her note.
    7. The Reports were read with interest. The Board requested that the department head’s name appear at the top of the first page of future reports. The Board also requested that the Circulation Report include not only the programs that the department head attended, but an explanation of the insight gained from such attendance. Zubiller agreed to address this matter. The Board was informed by Zubiller of the need to increase the membership and the fundraising activities of the Friends. The Board welcomed the idea of a semi-social joint meeting with the Friend’s Board. Zubiller will coordinate a date for such a meeting.
    8. The Mission and Goals committee did not meet.
    9. The Board agreed to limit the number of acting trustees to five (5), and to revise the By-laws to reflect this change. Because there is no longer an open trustee position, the Membership Committee shall no longer be active.
    10. The Board agreed to revise Article 1, section 3 and Article 3, section 1 of the By-Laws with respect to: (1) increasing the term of office to two years, and (2) limiting board of trustee members to residents of the Library’s voting district.
    11. The Board agreed to revise the Library’s Tutor Policy by deleting its first sentence in order to further clarify the non-profit component of the Policy. Further, the Board agreed to revise the tutor application to include a representation that no compensation shall be received by the tutor.
    12. The Board agreed with Zubiller’s suggestion to host an annual Donor Recognition event beginning in October, 2012.
    13. The Board agreed that the July newsletter will highlight the donation to the Library of both the Player Piano and the Painting.
    14. A motion to adjourn was made by Tucker and approved by Andrews at 11:10am. Approved.

    Next regular meeting is scheduled for Tuesday, May 15, 2012 at 9:30am.

May 15, 2012 @ 9:30 am

  • Minutes of the Tuesday, May 15, 2012 Meeting

    1. Call to Order at 9:34am by Levan. Present were Tucker, Moore, and Lapple. Zubiller and Chmielewski were also present.
    2. The Minutes of the April 24th, 2012 meeting were reviewed. A motion to approve was made by Lapple and seconded by Moore. Approved.
    3. Jay Janoski the Head of Adult Services gave a presentation about Adult Education. Adult Ed is being dropped from the schools so the Library will pick up the slack by offering different classes at the library as well as informing patrons about resources they can use such as Universal Class. Jay and his staff will work on the publicity to get all the resources out there.
    4. The Personnel Report was reviewed. A motion to approve was made by Moore and seconded by Lapple. Approved.
    5. The Treasurer’s Report was read by Tucker. A motion to approve the monthly bills was made by Lapple and seconded by Moore. Approved.
    6. Letter about Amelia

    Claudia Wasserman joined the meeting at 9:54am. Tom and Louise Franza joined the meeting at 10:02 am.

    1. The Reports were read with interest. it. Claudia Wasserman Friends President discussed their lack of supporters and agreed with the Board to have a social even with the Library Board of Trustees to discuss different ideas on how to recruit more people. Date and time to be determined.
    2. The Mission and Goals committee did not meet.
    3. A motion to approve changes in the Bylaws was made by Tucker second by Lapple. Approved.
    4. A Motion to approve changes in the Tutoring Policy was made by Lapple second by Tucker. Approved.
    5. The Board reviewed Victor Caputo’s resume for Marketing position and would like to have him come to the next board meeting for an interview.
    6. A motion to approve changes in Vacation policy was made by Tucker second by Lapple. Approved.
    7. A motion to adjourn was made by Levan and second by Tucker at 10:55am. Approved.

    The next regular meeting is scheduled for Tuesday, June 19th, 2012 at 9:30 am.