Board of Trustees Meetings for 2012 – 2013

July 17, 2012 @ 9:30 am

  • Minutes of the Tuesday, July 17, 2012 Meeting

    1. Call to Order at 9:48 am by Levan. Present were Tucker, Moore, and Lapple. Zubiller and Chmielewski were also present.
    2. Wonda Miller shared her experiences with the new Tween department that was created due to high demand. She turned the parents’ corner in the Idea Place into Tween Area. The tweens really enjoy their new corner. During the school year Wonda is planning to reach out to the school. She had 130 Tweens sign up for summer reading club.
    3. The Minutes of the June 19, 2012 meeting were reviewed. A motion to approve was made by Tucker and seconded by Moore. Approved.
    4. The Treasurer’s Report was read by Tucker. A motion to approve the monthly bills was made by Moore and seconded by Lapple. Approved.
    5. The Reports were read with interest. Once again the Board asked for the names to appear at the top of the reports. Also the Board was interested in how many homebound people we service. The Board wants to have evaluation cards for all Geek appointments.
    6. The Mission and Goals committee did not meet.
    7. Danielle will talk to Bays Carpet about replacing existing blinds. The Board decided to give Vic Caputo one month’s project to see how he performs. Danielle will also reach out to local artists to do a contest for a painting for the Welcome Desk.
    8. A motion to adjourn was made by Levan and second by Tucker at 11:17am. Approved.

    The next regular meeting is scheduled for Tuesday, August 21, 2012 at 9:30 am.

August 21, 2012 @ 9:30 am

  • Minutes of the Tuesday, August 21, 2012 Meeting

    1. Call to Order at 9:39 am by Levan. Present were Moore, Andrews, and Lapple. Zubiller and Chmielewski were also present.
    2. Jocelyn Kaleita joined the meeting to talk about her Book Club. Jocelyn took over the Book Club last year and since then attendance number went drastically. She created a blog called ‘Goodreads” and had 3000 hits from all over the world. Jocelyn loves reading and for that she loves doing the Book Club.
    3. The Minutes of the July 17, 2012 meeting were reviewed. A motion to approve was made by Lapple and seconded by Andrews. Approved.
    4. Personnel report was reviewed. A motion to approve was made by Andrews and second by Lapple. Approved.
    5. The Treasurer’s Report was read reviewed. A motion to approve the monthly bills was made by Andrews and seconded by Moore. Approved.
    6. The Reports were read with interest.
    7. Director’s vacations were approved. Board decided to invite all who donated to the library through the years to the Donor’s reception. Zubiller to work on invitations. Library’s Yard sale will take place on October 21 and 22nd. Staff and the Board are welcome to bring in their staff (no clothing); all proceeds go to the Library. Zubiller still taking estimates for blinds.
    8. The Mission and Goals committee did not meet.
    9. The Board approved the expense for NYLA and YALSA. Board also agreed to sponsor band for $250.00 for Kiwanis oyster festival. Miller to order sample of the chairs for Children’s department.
    10. The Board entered in to executive session at 10:45am
    11. A motion to adjourn was made by Lapple and second by Andrews at 11:10am. Approved.

    The next regular meeting is scheduled for Tuesday, September 18, 2012 at 9:30am.

September 18, 2012 @ 9:30 am

  • Minutes of the Tuesday, September 18, 2012 Meeting

    1. Call to Order at 9:34 am by Levan. Present were Moore, Andrews, Lapple and Tucker. Zubiller and Chmielewski were also present.
    2. The Minutes of the August 21, 2012 meeting were reviewed. A motion to approve was made by Moore and seconded by Andrews. Approved.
    3. Personnel report was reviewed. A motion to approve Hailey Belmonte as a page and Olivia Dodson as subpage was made by Andrews and second by Moore. Approved.
    4. The Treasurer’s Report was read reviewed. A motion to approve the monthly bills (check for Bibliotheca Inc. was not approved) was made by Andrews and seconded by Lapple. Approved.
    5. The Reports were read with interest. The Board loved the Tween Movie making program, suggested doing it in the winter. Also the Board suggested that maybe we should start charging a nominal fee for programs so people who signed up would show up.
    6. The Mission and Goals committee did not meet.
    7. Investment Policy was adopted. A motion to approve was made by Lapple and second by Andrews. Approved.
    8. The Board decided to go with one year CD from Suffolk County National Bank. A motion to approve was made by Andrews and second by Moore. Approved
    9. Board decided to stay with double signature on for checks $1,000.00 and over.
    10. It was agreed to keep Vic Caputo on month to month basis. Danielle will sit down with Visionary Graphics and address some of the issues that are re-occurring each month.
    11. Lanyards for pages were approved with a strict dress code: solid tops for girls and solid polo shirt for guys, business casual.
    12. Zubiller to call for references for mechanical blinds from Bays Carpet. The board did not agree on purchasing a generator for the Library. Still waiting for all the quotes for Donor’s plaque.
    13. Hank Tucker resigned as a Board Member for the Library.
    14. A motion to adjourn was made by Moore and second by Andrews at 10:54am. Approved.

    The Board entered in to executive session at 11:01 am.

    The Board appointed Maria Moore as a Treasurer and Jane Lapple as Secretary.

    A motion to adjourn was made by Levan and second by Andrews at 11:10am The next regular meeting is scheduled for Tuesday, October 16, 2012 at 9:30am.

October 16, 2012 @ 9:30 am

  • Minutes of the Tuesday, October 16, 2012 Meeting

    1. Call to Order at 9:37 am by Levan. Present were Moore, Andrews and Lapple. Zubiller and Chmielewski were also present.
    2. Rachel Mayo, Page Supervisor, did this month’s presentation. She spoke about the hiring process for Pages and also explained the training process step by step.
    3. The Minutes of the September 18, 2012 meeting were reviewed. A motion to approve with correction “Hank Tucker resigned as a Board Member” was made by Lapple and seconded by Andrews. Approved.
    4. Personnel report was reviewed. A motion to approve Nicole Turzillo as the Head of Technical Services was made by Andrews and second by Lapple. Approved.
    5. The Treasurer’s Report was read reviewed. A motion to approve the monthly
      bills was made by Andrews and seconded by Lapple. Approved.
    6. The Reports were read with interest. There was a question about Ancestry number and Adult other materials number, why such a big difference.
    7. The Mission and Goals committee did not meet.
    8. Change in Holiday Policy to give all full timers 10 hours on a holiday was
      approved. Motion made by Lapple second by Levan.
    9. Taxpayer Relief Fund was tabled.
    10. A motion to approve Budget Transfers was made my Lapple and second by
      Andrews. Approved.
    11. A motion to approve blinds from Bays Carpet was made by Lapple second by Levan. Approved.
    12. Motion to approve quote from East End Trophy to re-due the Donor’s Plaques was made by Levan second by Moore. Approved.
    13. Regular Board Meetings from now on will take place on a third Wednesday instead of Tuesday at 9:30am.
    14. A motion to adjourn was made by Andrews and second by Lapple at 10:55am. Approved.

    The next regular meeting is scheduled for Wednesday, November 14, 2012 at 9:30am.

November 14, 2012 @ 9:30 am

  • Minutes of the Wedndesday, November 14, 2012 Meeting

    1. Call to Order at 9:35am by Levan. Present were Levan, Andrews, Moore, and
      Lapple. Danielle Zubiller was also present.
    2. Jan Camarda gave a presentation regarding the new staff website, blogs and the posting of library procedures online.
    3. The Minutes of the October 16, 2012 meeting were reviewed. Levan requested that votes opposing a motion be reflected in the minutes going forward and specifically with respect to the vote at the October 16, 2012 meeting regarding the installation of blinds by Bays Carpets. A motion to approve the October 16, 2012 minutes with the change to reflect the one vote in opposition was made by Lapple and seconded by Andrews. Approved.
    4. There was no public expression.
    5. The Personnel Report was reviewed. A motion to approve was made by Lapple and seconded by Andrews. 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. A letter enclosing a $500 donation was received from the O’Neill Petal Charitable Fund.
    8. The Reports w`ere read with interest and the Board agreed that they were very well prepared.
    9. The Mission and Goals committee did not meet.
    10. The Membership Committee did not meet.
    11. The Board agreed to table the issue of the Better World Books parking space, and also to table the vote on the changes to the policies concerning employee benefits, insurance and meal breaks until the December meeting.
    12. Andrews was excused from the meeting at 10:35.
    13. A motion to approve the SCLS Trustee election vote in favor of Michael Lennon was made by Moore and seconded by Levan. Approved.
    14. A motion to approve the Technology plan was made by Lapple and seconded by Levan. Approved.
    15. A motion to approve the Audit Report was made by Moore and seconded by Levan. Approved.
    16. Motion to adjourn was made by Levan and approved by Moore at 11:04am. Approved.

    The next regular meeting is scheduled for Wednesday, December 19, 2012 at 9:30 am

December 19, 2012 @ 9:30 am

  • Minutes of the Wednesday, December 19, 2012 Meeting

    1. Call to Order at 9:40 am by Levan. Present were Moore and Lapple. Zubiller and Chmielewski were also present.
    2. The Minutes of the November 14, 2012 meeting were reviewed. A motion to approve with correction that “the motion to approve the change to reflect the one vote in opposition was made by Andrews and second by Lapple” was made by Levan and seconded by Moore. Approved.
    3. Personnel report was reviewed. A motion to approve two new part time Children’s Library position was made by Lapple and second by Moore. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Levan. Approved.
    5. The Library received a donation from Leo Walsh Foundation for $3,000.00 to use for Children’s programs.
    6. The Reports were read with interest. The Board decided that 3 months for the Break out Collection is long enough. Also have Jay find out if we can give back issues of magazines to hospitals.
    7. The Mission and Goals committee did not meet.
    8. The Membership Committee did not meet.
    9. A motion to approve benefits for 25hr employees was made by Lapple second by Levan.
    10. Motion to approve PT Aflac and Employee TIAA-CREF was made by Moore and second by Lapple.
    11. A motion to approve SCLS Budget was made by Lapple second by Moore. The Board entered executive session at 10:55am. A motion to adjourn the executive session was made by Levan and second by Lapple at 11:25am
    12. A motion to approve Sandpebble’s purchase of the Library’s temporary heaters was made by Levan and second by Lapple.
    13. A motion to adjourn the meeting was made by Levan and second by Moore at 11:27am.

    The next regular meeting is scheduled for Wednesday, February 13, 2013 at 9:30am.

January 16, 2013 @ 9:30 am

  • Minutes of the Wednesday, January 16th, 2013 Meeting

    1. Call to Order at 9:34 am by Levan. Present were Moore, Lapple, Andrews and Sellin. Zubiller and Chmielewski were also present.
    2. IThe Minutes of the December 12, 2012 meeting were reviewed. A motion to approve with the following correction “The Board voted in favor for the SCLS budget but had some concerns how the calculations was done. According to SCLS Westhampton Library’s portion will increase 18%, highest in the county, due to population growth according to census. The Board didn’t agree with the formula that was used, but after talking to Danielle agreed to vote yes” was made by Andrews and seconded by Lapple. Approved.
    3. Terry McEntee gave a presentation about the Library’s art gallery. She showed some slides of the past artists and talked about how great the art gallery is doing. Terry loves organizing the shows and said she has been very lucky finding the artists, mostly through world of the mouth. Board recommended having some of them back and also putting a section about it in the newsletter, give it more publicity.
    4. Personnel report was reviewed. A motion to approve Michael Pesce as a part -time library page was made by Lapple and second by Moore. Approved.
    5. The Treasurer’s Report was reviewed. Agnes will talk to Jayne from SCNB to set up the CD so the interest is posted monthly instead of quarterly and is transferred into checking account. Also the Board recommended pricing out Bay Gardens for landscaping, can Aspatuck match the price. A motion to approve the monthly bills was made by Sellin and seconded by Andrews. Approved.
    6. The Reports were read with interest. The Board would like to see better spelling and grammar, also a small overview of the conferences that were attended by staff.
    7. The Mission and Goals committee did not meet.
    8. The Membership Committee did not meet.
    9. June Sellin was appointed as a Trustee to replace Hank Tucker’s term June 30, 2013. Motion by Lapple second by Andrews. Approved
    10. Motion to approve Leslie Millrod’s conference in Boston was made by Lapplesecond by Andrews.

    A motion to adjourn the meeting was made by Levan and second by Moore at 11:50am.

    The next regular meeting is scheduled for Wednesday, February 13, 2013 at 9:30am

February 13, 2013 @ 9:30 am

*Change due to winter recess

  • Minutes of the Wednesday, February 13th, 2013 Meeting

    1. Call to Order at 9:45 am by Levan. Present were Moore, Andrews and Sellin. Zubiller and Chmielewski were also present.
    2. The Minutes of the January 16, 2013 meeting were reviewed. A motion to approve with the following correction “The next regular meeting is scheduled for Wednesday, February 13, 2013 at 9:30 am.” was made by Andrews and seconded by Moore. Approved.
    3. Jay Janoski , the Head of Reference Department, gave a presentation about new magazine software called Zinio. He spoke about the selection of the magazine and gave a little tutorial on how to set up an account.
    4. Personnel report was reviewed. A motion to approve Dana Amarosa as a full time Librarian was made by Moore and second by Andrews. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Levan and seconded by Sellin. Approved.
    6. The Reports were read with interest. The Board would like the department heads to give definition for any acronyms they use in their report. They would also like all departments to include the program fee for programs on their program statistics report.
    7. The Mission and Goals committee did not meet.
    8. The Membership Committee did not meet.
    9. Danielle Zubiller gave a verbal summary of the programs she attended at ALA Midwinter and how she would implement them in Westhampton. Motion to approve Nola Thacker to attend Romance Writers of America conference, Dave Jones to attend Computer in Libraries conference, Jan Camarda and Nicole Turzillo to attend the IUG conference was made by Andrews and second by Sellin. Approved Motion to approve Payout Fund for $25,000.00 was made by Levan and second by Moore. Approve Danielle Zubiller was asked to write up a summary of Friend’s meeting each month, and also to invite Claudia to come to the Board meetings.
    10. Motion to approve changes to the Circulation Policy was made by Andrews and second by Sellin. Approved.
    11. Motion to approve Dental Plan was made by Moore and second by Andrews. Approved.

    A motion to adjourn the meeting was made by Andrews and second by Sellin at 11:45am.

    The next regular meeting is scheduled for Wednesday, March 20, 2013 at 9:30am

March 20, 2013 @ 9:30 am

  • Minutes of the Wednesday, March 20th, 2013 Meeting

    1. Call to Order at 9:40 am by Levan. Present were Moore and Sellin. Zubiller and Chmielewski were also present.
    2. The Minutes of the February 13th, 2013 meeting were reviewed. A motion to approve was made by Levan and seconded by Sellin. Approved.
    3. Personnel report was reviewed. A motion to approve the personnel changes was made by Sellin and second by Levan. Approved.
    4. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Sellin and seconded by Levan. Approved.
    5. The Reports were read with interest. The Board would like to see more staff work with Vic Caputo face to face, to utilize him more. They also wanted to see the bookmarks Teens are doing and were wondering if Inspiration Bar will extend hours during summer? The Board liked the idea of sending post cards to expired patrons. For the statistics in addition to the cost of the program the Board would like to see the off set fee we charge patrons.
    6. The Mission and Goals committee did not meet.
    7. The Membership Committee did not meet.
    8. Director’s report was read with interest. The Board approved Zubiller’s vacation for, 4/1 and 4/26-5/8/13.
    9. New Business;
      1. Not in favor of lending out the Ship Models.
      2. A motion to approve Proposed Budget was made by Moore and second by Sellin. Approved.
      3. A motion to approve Tax Cap Resolution was made by Moore and second by Sellin. Approved.
      4. A motion to get new iPads for the Board and pay for them out of Technology Fund was made by Sellin and second by Levan. Approved.
      5. Design Audio Visual mic installation was tabled.
    10. A motion to approve the NYS Annual Report was made Sellin and second by Moore. Approved.

    A motion to adjourn the meeting was made by Moore and second by Levan at 11:58am.

    The next regular meeting is scheduled for Wednesday, April 17, 2013 at 9:30am

April 17, 2013 @ 9:30 am

  • Minutes of the Wednesday, April 17, 2013 Meeting

    1. Call to Order at 9:40 am by Levan. Present were Moore, Andrews, Lapple and Sellin. Zubiller and Chmielewski were also present.
    2. The Minutes of the March 20th, 2013 meeting were reviewed. A motion to approve was made by Moore and seconded by Sellin. Approved.
    3. The Minutes of March 14th, 2013 meeting were reviewed. A motion to approve 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 Lapple and seconded by Andrews. Approved.
    5. The Reports were read with interest. The Board would like once again for all the Department Heads to spell check and proof read their reports before they get submitted. Also when highlighting a program in the report please describe it a little bit so everybody
      knows what the program was about. Zubiller to find out what was Craft-A-Palooza and Bubble Wrap Art. Joan Levan recommended for the Teens to connect with high school for the gardening program, a person to speak with would be Joc Kommer
      kmommerj@whbschools.org. This would also be a great person to speak at the Library. Joan Levan wants Vic Caputo to do a presentation for the board in the next few months; Zubiller recommended scheduling him for July. Andrews was excused at 10:49am.
    6. The Mission and Goals committee did not meet.
    7. The Membership Committee did not meet.
    8. Friends would like to have a table at bigger programs to show their presence.
    9. The Board would like to schedule a separate meeting with Vic for the mission statement.
    10. Director’s report was read with interest. Joan suggested making a template for the clock to see how it would look in the space. The Library will begin its training for Train the Trainer for Literacy. Few staff members will be trained to train the tutors to tutor
      adult patrons with basic Literacy needs.
    11. New Business:
      1. Sexual Harassment Policy tabled to executive session.
      2. A motion to approve Design Audio Visual quote for wireless microphones was made by Sellin and seconded by Moore. Approved.
      3. A motion to approve Library Release and Waiver was made by Lapple and seconded by Sellin. Approved.
      4. Inspiration Bar was tabled to the next meeting.

    A motion to adjourn the meeting was made by Lapple and second by Sellin at 11:52am.

    The Board entered executive session at 11:53am.

    A motion to approve Sexual Harassment Policy was made by Moore and seconded by Sellin. Approved.

    Executive session was adjourned at 12:00pm. The next regular meeting is scheduled for Wednesday, May 15, 2013 at 9:30am

May 15, 2013 @ 9:30 am

  • Minutes of the Wednesday, May 15th, 2013 Meeting

    1. Call to Order at 9:55 am by Levan. Present were Moore, Andrews, Lapple and Sellin. Zubiller and Chmielewski were also present.
    2. Dave Jones Head of Computers & Digital Services gave a presentation. He talked about the inspiration bar and what it provides for the public. He also demonstrated a new device called Library Box he would like to put in use around the town. The Library Box would provide access to electronic data like audio, video and electronic publications though a wireless connection. The Library Box would be place around the town, some on Main Street, and one on the beach. Dave will present to the Board how the box works when he gets one set up in the near future.
    3. The Minutes of the April 17th, 2013 meeting were reviewed. A motion to approve 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 Andrews and seconded by Lapple. Approved. Moore to write a legal letter to Newport Business regarding nonpayment of the Key Equipment lease for the machine.
    5. The Reports were read with interest. The Board would like Nicole to write up a summary about Futurist Garry Golden’s Future of Libraries, also they would like to see in-depth report from Leslie on the Sandbox Summit Conference she attended. The Board
      was happy to see Jan Camarda’s report on Annual IUG Conference she attended.
    6. The Mission and Goals committee did not meet.
    7. The Membership Committee did not meet.
    8. Friends would like to move their book sale to fall. Zubiller to compare programs in July and October to see if it’s worth it.
    9. New Business:
      1. Leave of Absence was tabled to the next meeting.
      2. Inspiration Bar was tabled to the next meeting.
      3. A motion to approve Fund Adjustment was made by Moore and seconded by Andrews. Approved.
    10. SCLS is giving our grants this year only for matching funds for generators. Zubiller to get two bids on how much would the whole cost of applying for the grant be.
    11. The donation from Ann Slovek was deposited in to a SCNB 90 day CD with .65%.

    A motion to adjourn the meeting was made by Sellin and second by Andrews at 11:40am.

June 19, 2013 @ 9:30 am

  • Minutes of the Wednesday, June 19th, 2013 Meeting

    1. Call to Order at 9:34 am by Levan. Present were Moore and Lapple. Zubiller and Chmielewski were also present.
    2. Amelia Gagliano Head of Teen Services gave a presentation about the Teen department. She spoke about promoting the programs to Teens; she is speaking to them directly and asking their input for the best way to reach them. Dave and Amelia are researching Text Blasting which could be one way to reach the Teens directly by sending texts to their cell phones.
    3. The Minutes of the May 15th, 2013 meeting were reviewed. A motion to approve, with a few spelling and grammar changes, was made by Moore and seconded by Levan. Approved.
    4. A motion to approve Personnel Report was made by Lapple and seconded by Moore. Approved.
    5. The Treasurer’s Report was reviewed. A motion to approve the monthly bills was made by Lapple and seconded by Levan. Approved.
    6. The Reports were read with interest. The magazine swap cart needs to be cleaned out, nothing is to be placed on window sills. The Board would like to see a Sunday movie at the Library.
    7. The Mission and Goals committee did not meet.
    8. The Membership Committee did not meet.
    9. Claudia Wasserman will be resigning as the Friend’s President; Marilyn McCoy agreed to step in as the President. Friends are seeking other leadership positions. Jane Lapple attended the Friend’s Poetry Award Ceremony
    10. New Business:
      1. A motion to approve Leave of Absence as changed by Maria Moore was made by Levan seconded by Lapple. Approved.
      2. A motion to approve Inspiration Bar desk was made by Moore seconded by Lapple. Approved.
      3. Wireless Main Street was tabled.
      4. A motion to transfer $30,000 from General Fund to Technology Fund and $5,000 from General Fund to Capital Fund was made by Lapple seconded by Moore. Approved.

    A motion to adjourn the meeting was made by Lapple seconded by Moore at 11:35am.

    The next regular meeting is scheduled for Wednesday, July 17th, 2013 at 9:30am

share library love