Library Information

• 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 17, 2012 @ 3:00 pm

  Minutes not available yet.

• February 14, 2012 @ 9:30 am

  Minutes not available yet.

• March 20, 2012 @ 9:30 am

  Minutes not available yet.

• April 17, 2012 @ 9:30 am

  Minutes not available yet.

• May 15, 2012 @ 9:30 am

  Minutes not available yet.

• June 19, 2012 @ 9:30 am

  Minutes not available yet.

Regular meetings of the Westhampton Free Library Board of Trustees for 2010 - 2011

All meetings will be held at 7 Library Avenue, Westhampton Beach on the following Thursdays at 9:30 am:

Click on date to see the minutes from a prior meeting.

• 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.

  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.

  Meeting suspended at 10:52 am.

  7. On a motion by Lapple and seconded by Moore to begin the meeting again. Approved.

  Meeting began again at 11:50 am.

  8. On a motion by Glazer and seconded by Tucker to have the Board act as the Nominating Committee as required by the bylaws. Approved.
  9. 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.

Regular meetings of the Westhampton Free Library Board of Trustees for 2009 - 2010

All meetings will be held at Village Hall, 2nd Floor, 165 Mill Rd., Westhampton Beach, generally on Tuesdays at 9:15 am. See the list of dates and times below:

Click on date to see the minutes from a prior meeting.

• 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.

  Lennon left the meeting at this point.

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

Regular meetings of the Westhampton Free Library Board of Trustees for 2008 - 2009

All meetings will be held at Village Hall, 2nd Floor, 165 Mill Rd., Westhampton Beach, generally on Tuesdays at 9:15 am. See the list of dates and times below:

Click on date to see the minutes from a prior meeting.

• July 22, 2008 @ 9:15 am

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

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

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

• August 20, 2008 @ 9:15 am

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

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

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

• September 16, 2008 @ 9:15 am

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

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

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

• October 21, 2008 @ 9:15 am

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

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

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

• November 19, 2008 @ 1:00pm

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

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

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

• December 16, 2008 @ 9:15 am

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

  1. Call to Order at 9:20 am by Michael Lennon. Present were Levan, Glazer, Lapple, and Moore. Andrews and Tucker were excused. Bollerman was also present.
  2. On a motion by Levan and seconded by Lapple for approval of minutes of the November 19, 2008 meeting. Approved.
  3. The Treasurer's Report was reviewed. A motion to approve the monthly bills was made by Glazer and seconded by Lapple. Approved.
  4. The personnel report was reviewed. A motion to approve the recommendations was made by Levan and seconded by Glazer. Approved.
  5. A presentation by Joe Giaquinto on the Library's financial statements of June 30, 2008 was made. The report was well received.
  6. The reports were read with interest. The Children's report will be submitted in the future to the Board. The Board will not have a meeting in February, unless circumstances require it.
  7. Glazer exited the meeting at 10:15 am.
  8. On a motion by Levan and second by Lapple the following resolution was presented:

     BE IT RESOLVED that the Institution amends the Westhampton Free Library 403(b) TDA Plan (the "Plan") to cover the Institution's employees to be effective 1/1/09.

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

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

     Approved.

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

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

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

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

     Approved.

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

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

• January 13, 2009 @ 9:15 am

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

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

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

• February 10, 2009 @ 9:15 am - canceled
  This meeting has been canceled.
• March 17, 2009 @ 9:15 am

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

  1. Call to Order at 9:30 am by Michael Lennon. Present were Levan, Glazer, Lapple, Andrews and Tucker. Moore was excused. Bollerman was also present.
  2. On a motion by Glazer and seconded by Tucker for approval of minutes of the January 13, 2009 meeting. Approved.
  3. On a motion by Levan and seconded by Andrews for approval of the personnel report. Approved. Director was asked to follow up with Board on matter of placement of individual doing community service.
  4. The Treasurer's Report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Andrews. Approved.
  5. A note from Leslie Millrod thanking the Board for their gift to her for her ten years of service.
  6. The reports were read with interest. The Director was asked to share the legal liability coverage policy with the Board. The Board also declined to include the lightning protection system from the new building. The Board gave the Director the go ahead to purchase two Macs, a pc, and various other equipment to develop a content conversion/creation lab.
  7. Levan and Glazer exited the meeting at 11 am.
  8. On a motion by Lapple and seconded by Andrews the 2008/09 operating budget adjustment memo was approved. Approved.
  9. On a motion by Tucker and second by Andrews the proposed 2009/10 operating budget was approved.
  10. On a motion by Lapple and seconded by Tucker the following resolution was approved: RESOLVED: That the board of trustees of the Westhampton Free Library hereby requests that the Board of Regents of the University of the State of New York amend the charter of such corporation to define our legal service area as one that incorporates the Westhampton Beach Union Free School District. This includes the Village of Westhampton Beach, and the towns of Westhampton and Quiogue; and be it further RESOLVED: That the President and Vice-President of the corporation, on behalf of the board of trustees be and they hereby are authorized to execute a petition to be addressed "To the Regents of the University of the State of New York" for such purpose.
  11. On a motion from Tucker and seconded by Andrews the budget transfer was approved.
  12. A motion to adjourn was made by Tucker at 11:42 am. Approved.

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

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

• April 21, 2009 @ 9:15 am

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

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

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

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

• May 19, 2009 @ 9:15 am

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

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

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

• June 16, 2009 @ 9:15 am

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

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

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

Regular meetings of the Westhampton Free Library
Board of Trustees for 2007 - 2008

Click on date to see the minutes from a prior meeting.

• July 17, 2007 @ 6:15 pm

  Minutes Of July 17, 2007 6:15 PM

  1. Call to Order at 7:30 pm.
  2. Approval of Minutes, June 19, 2007. Motion by Tucker. Second by Glazer. Approved.
  3. Personnel Report was reviewed and approved. Motion by Tucker,second by Levan. Approved.
  4. Treasurer’s Report was approved. Motion by Tucker, second by Glazer. Approved.
  5. Reports were reviewed. Approved three people to attend NYLA Annual Conference. Tucker/Glazer.
  6. Amendments to the SCLS Resource Sharing Code were reviewed. Motion for approval by Tucker and second by Andrews. Approved.
  7. Transfer Monies to Building Fund. $500,000 was designated for building fund on motion by Tucker and seconded by Andrews. Approved.
  8. Call for executive session at 8:20 pm.
  9. Motion to exit executive session at 8:45 pm.
  10. Meeting adjourned at 8:45pm on motion by Tucker.

  Next meeting scheduled for Tuesday, August 14, 6:15 pm
  

  Respectfully submitted,

  Karen Andrews

• August 14, 2007 @ 6:15 pm

  Minutes of the August 14, 2007 Meeting

  1. Call to Order at 6:28 pm by M. Lennon. Present were Glazer, Lennon and Tucker. Excused were Andrews and Levan.
  2. Approval of Minutes, July 17, 2007. Motion Tucker, seconded by Glazer. Approved.
  3. Ms. Lauraine Sheehan, Trustee of the Cold Spring Harbor Library made a presentation to the Board. She spoke of the history of their Library project, fundraising ideas, and some of the results of living in a new building. Her comments were appreciated and noted by the Trustees.
  4. Noah Nadelson, CIPFA, Assistant Vice President, Munistat Services, Inc. made a presentation regarding the responses to our RFP for an underwriter. Questions were answered in regards to the selection process and members will decide on the issue at their September meeting.
  5. Personnel Report was accepted with the addition of accepting Jane Duchnowski's resignation. Motion by Tucker and seconded by Glazer. Approved.
  6. Treasurer's Report was approved on a motion by Glazer and a second by Tucker.
  7. The Board read a thank you note from Agnes Chmielewski.
  8. All reports were read with interest. The temporary location is moving forward with a lease on the land in question being written. The Board asked the director to explore a lease on the new color printer instead of buying.
  9. Old Business - The Board reviewed the applications for trustee. They will be meeting shortly to discuss the next steps in the selection process.
  10. New Business
  1. Operating Budget Adjustments – moved by Tucker and seconded by Glazer. Approved.
  2. Adopt Record Retention Schedule – moved by Tucker and seconded by Glazer. Approved.
  3. PALS Bylaws Approval – moved by Tucker and seconded by Glazer. Approved.
  11. Adjourned at 8:26 pm on a motion by Tucker.

  Next meeting scheduled for Tuesday, September 18, 9:30 am

  Respectfully submitted,

  Matthew Bollerman, Library Director

• September 19, 2007 @ Noon

  Minutes of the September 19, 2007 Meeting

  1. Call to Order at 12:10 pm by M. Lennon. Present were Glazer, Lennon, Tucker, Andrews and Levan. Bollerman and two members of the public were present.
  2. Approval of Minutes, August 14, 2007. Motion by Tucker, seconded by Levan. Approved.
  3. Two members spoke regarding the new building.
  4. Personnel Report was accepted on a motion by Tucker and seconded by Levan. Approved.
  5. Treasurer’s Report was approved on a motion by Tucker and seconded by Glazer. Approved.
  6. All reports were read with interest.
  7. Review of trustee applications continues with interviews to be scheduled on Tuesday, October 9, 8:30 to 10:30 am.
  8. Motion to appoint Commerce Capital Markets as managing underwriter for bond issuance was made by Levan and seconded by Andrews. Approved.
  9. Motion to allow Lennon to approve IDA application was made by Tucker and seconded by Andrews. Approved.
  10. Motion to approve lease for temporary location was made by Levan and seconded by Andrews. Approved.
  11. Discussion on fundraising will continue at the next meeting.
  12. The meeting adjourned at 1:21 pm. On a motion by Levan and seconded by Tucker. Approved.

  An executive session followed to discuss a personnel matter on a motion by Levan and seconded by Tucker at 1:26 pm.

  Executive session was concluded at 1:58 pm on a motion by Glazer and seconded by Tucker.

  Next meeting scheduled for Tuesday, October 16, 9:15 am

  Important Dates: Library Building Vote, October 2, 1:30 to 9 pm

  Respectfully submitted,

  Matthew Bollerman, Library Director

• October 16, 2007 @ 9:15 am

  Minutes of the Tuesday, October 16, 2007 Meeting

  1. Call to Order at 9:30 am by Michael Lennon. Present were Glazer, Lennon, Tucker, and Andrews. Bollerman was also present. Levan was excused.
  2. Motion for approval of Minutes of September 19, 2007 made by Tucker and seconded by Andrews. Approved.
  3. A presentation by Marc Saffren of M3 Development on his firms ability to assist in fund raising for our capital project.
  4. The personnel report was presented with one change. Leah Zadow resigned as a part time Librarian in the Adult and YA Department. A motion to approve was made by Tucker and seconded by Andrews. Approved.
  5. The Treasurer’s Report was reviewed. A motion to approve was made by Glazer and seconded by Andrews. Approved.
  6. All reports were read with interest. Board approved four members of staff to attend the PLA Conference in Minneapolis in March 2008.
  7. New Business - A motion to approve Bibliotheca as our RFID vendor was made by Andrews and seconded by Glazer. Approved.
  8. A motion to enter into Executive Session to discuss personnel matter was made by Andrews and seconded by Glazer. Approved.
  9. Executive session was ended on a motion by Tucker and seconded by Andrews at 10:55 am. Approved.
  10. Adjournment was moved at 10:56 am by Andrews and seconded by Glazer. Approved.

  Next meeting scheduled for Tuesday, November 13, 9:15 am

  Respectfully submitted,

  Matthew Bollerman, Library Director

• November 13, 2007 @ 9:15am

  Minutes of the Tuesday, November 13, 2007 Meeting

  1. Call to Order at 9:28 am by Karen Andrews. Present were Glazer, Andrews, Levan and Tucker. Bollerman and one member of the public were present. Lennon was absent.
  2. Motion for the approval of the minutes, October 16, 2007 was made by Levan and seconded by Glazer. Approved.
  3. During the public expression the Board heard from Mr. Palmer. The Friends contributed $1,000 for a Staff Holiday party and he was recently appointed Treasurer of the Friends.
  4. The personnel report was presented and a motion to approve was made by Levan, seconded by Glazer. Approved.
  5. The Treasurer’s Report was reviewed. The one change was on the interest of the certificate of deposit. The total for the month was $4,153.91. A motion to approve was made by Levan and seconded by Tucker. Approved.
  6. All reports were read with interest. A motion to make budget adjustments outlined in Director’s Report was made by Levan and seconded by Tucker. Approved. The Director was asked to ask for some more proposals for fundraising professionals.
  7. The SCLS Budget was approved on a motion by Levan and seconded by Tucker. Approved. The Financial Statements of June 30, 2007 by Giaquinto & Co. were accepted on a motion by Glazer and seconded by Tucker. Approved.
  8. A motion to enter into executive session to discuss a personnel matter was made by Levan at 10:30 am and seconded by Tucker. Approved.
  9. A motion to exit executive session was made by Andrews and seconded by Levan at 10:44 am. Approved.
  10. A motion to adjourn was made by Glazer at 10:44 am. Approved.

  Next meeting scheduled for Tuesday, December 18, 9:15 am

• December 18, 2007 @ 9:15 am

  Minutes of the Tuesday, December 18, 2007 Meeting

  1. Call to Order at 9:18 am by Mike Lennon. Present were Glazer, Tucker, Levan. Bollerman and one member of the public were present. Andrews was absent.
  2. Motion for approval of the minutes of November 13, 2007 was made by Tucker and seconded by Levan. Approved.
  3. The personnel report was presented and a motion to approve was made by Tucker and seconded by Levan. Approved.
  4. The Treasurer's Report was reviewed. A motion to approve was made by Glazer and seconded by Tucker. Approved.
  5. A thank you letter from the Staff was received by the Board.
  6. All reports were read with interest. The Friend's Report delivered by Harris Palmer noted projected revenues are to be less than prior years. They are thinking of the best way to proceed to continue the support of Library activities. The Board will pursue a fundraising approach built with a local committee. Tucker and Bollerman will work as a committee on temporary space for the Library.
  7. On a motion by Levan and seconded by Glazer the following motion was approved. "Resolved, that Matthew Bollerman, Director is authorized to execute on behalf of the Westhampton Free Library any and all documents pertaining to the pending Suffolk County Industrial Development Authority financing."
  8. A motion at 11:15 am by Levan and seconded by Tucker to enter into executive session to discuss a personnel matter.
  9. Levan made a motion to exit executive session at 11:31 am.

  Levan, seconded by Tucker motioned to adjourn the meeting at 11:32 am.

  Next meeting scheduled for Tuesday, January 15, 9:15 am

• January 15, 2008 @ 9:15 am

  Minutes of the Tuesday, January 15, 2008 Meeting

  1. Call to Order at 9:25 am by Mike Lennon. Present were Tucker, Andrews, Levan. Bollerman was also present. Glazer was absent.
  2. Motion for the approval of minutes of December 18, 2007 was made by Tucker and seconded by Levan. Approved.
  3. The treasurer's report was reviewed. A motion to approve was made by Tucker and seconded by Andrews. Approved.
  4. All reports were read with interest. The search for temporary space for the the Library is continuing. We will investigate a salvage company for the current Library when we reach the demolition phase.
  5. New Business - Review Draft 2008/9 Operating Budget – After an initial overview of the budget and some questions the Director will present the budget at the February meeting for approval.
  6. On a motion from Levan and seconded by Andrews the meeting was adjourned at 11:16 am.

  Next meeting scheduled for Tuesday, February 12, 9:15 am

• February 12, 2008 @ 9:15 am

  Minutes of the Tuesday, February 12, 2008 Meeting

  1. Call to Order at 9:23 am by Mike Lennon. Present were Tucker, Andrews, Levan, Glazer. Bollerman and Moore we also present.
  2. On a motion by Tucker and seconded by Levan, Maria Moore and Jane Lapple were nominated as trustees. Their terms are from February 12, 2008 to June 30, 2012. Approved and elected unanimously.
  3. Motion for the approval of minutes, January 15, 2008 was made by Tucker and seconded by Levan. Approved.
  4. The personnel report was motioned to be approved as written by Levan and seconded by Andrews. Approved.
  5. The Treasurer's Report was reviewed. A motion to approve was made by Andrews and seconded by Tucker. Approved.
  6. All reports were read with interest. A motion to approve the Director to use Munistat Services for continued disclosure compliance was made by Levan and seconded by Andrews. Approved. A motion to approve Dan Pariser to refurbish the Ripley Ropes model ships as per his proposal was made by Levan and seconded by Glazer. Approved.
  7. New Business
     1. The 2008/9 Operating Budget was presented and a motion to approve was made by Andrews and seconded by Tucker. Approved.
     2. The 2007 Annual Report was distributed for approval. A motion by Levan and seconded by Tucker for approval of the report was made. Approved.
  8. The meeting was adjourned at 10:40 am on a motion from Levan and seconded by Andrews. Approved.

  Next meeting scheduled for Tuesday, March 18, 9:15 am

• March 18, 2008 @ 9:15 am

  Minutes of the Tuesday, March 18, 2008 Meeting

  1. Call to Order at 9:28 am by Mike Lennon. Present were Tucker, Andrews, Levan, Glazer, Lapple and Moore. Bollerman was also present.
  2.  On a motion by Glazer and seconded by Levan for the approval of the minutes of the February 12, 2008 meeting. Approved.
  3. The Personnel Report was reviewed and Bollerman made two additions. John Laadt and Sheree Elder resigned their positions. Levan made a motion to approve the report with these additions and Andrews seconded. Approved.
  4. The treasurer's report was reviewed. A motion to approve was made by Tucker and seconded by Andrews. Approved.
  5.  Greg LiCalzi, Jr. sent a memento for the bond financing. The Board thanked him for it.
  6. All reports were read with interest. As part of the Directors report on the temporary location is was noted by Levan that Hank Tucker has given hours, if not days, to this issue. He has taken an enormous amount of time in finding a suitable location for the Library during its construction. The Board applauded his actions.

  New Business

  1. Lease for Modular Units - Glazer moved and Levan seconded the lease for the modular units for the temporary library. This will await the Village's approval of the site before it is enacted. Approved.
  2. Technology Fund Transfer – On a motion from Tucker and seconded by Levan approves the transfer. Approved.

   The meeting was adjourned at 11:15 am on a motion by Tucker and seconded by Levan. Approved.

  Next meeting scheduled for Tuesday, April 15, 9:15 am

• April 15, 2008 @ 9:15 am

  Minutes of the Tuesday, April 15, 2008 Meeting

  1. Call to Order at 9:31 am by Mike Lennon. Present were Glazer, Moore, Tucker, and Levan. Andrews and Lapple were excused. Bollerman and one member of the public were also present.
  2. On a motion by Tucker and seconded by Levan for the approval of minutes of the March 18, 2008 meeting. Approved.
  3. A member of the public asked about the temporary library size.
  4.  The treasurer's report was reviewed. A motion to approve the monthly bills was made by Tucker and seconded by Glazer. Approved.
  5. Reports
     1. Friend's Report – A request for a space for the Friends book sale in the temporary library. Ronald Solomon and Thomas Franza are new Board members. The poetry contest was successful and there is a reading at the Open Book tonight. Flowers for the staff were delivered to celebrate National Library Workers Day. Friends will continue support of Summer Reading Program for everyone at $13,000. They recently received a large donation of $5,000 from a local foundation.
     2. Reports were read with interest. Dave Jones will be asked to present at the May meeting about the presentation he attended at PLA on designing teen spaces.
     3. The Board approved the Director's vacation time. Also on a motion from Levan and a second by Glazer the budget was amended as per the proposal. Approved.
  6. On a motion by Levan and seconded by Glazer, Bollerman was allowed to finish the purchase or lease of a library van for programming support. Approved.
  7. On a motion by Glazer and a second by Moore the Cablevision proposal was approved.
  8. The meeting was adjourned at 11:12 am on a motion by Lennon and seconded by Levan. Approved.

  Next meeting scheduled for Tuesday, May 20, 9:15 am

  May 20, 7 am to 9 pm Library Budget Vote at High School LGI

• May 20, 2008 @ 9:15 am

  Minutes of the Tuesday, May 20, 2008 Meeting, held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

  1. Call to Order at 9:16 am by Michael Lennon. Present were Tucker, Levan, Moore, Lapple, Andrews and Glazer. Bollerman and Dave Jones was also present.
  2. On a motion by Levan and seconded by Andrews for approval of minutes of the April 15, 2008 meeting. Approved.
  3. A presentation by Dave Jones, Head of Adult and YA Services on designing teen services spaces was made. Questions were raised and the information shared was appreciated.
  4. The treasurer's report was reviewed. A motion to approve the monthly bills was made by Andrews and seconded by Lapple. Approved.
  5. The reports were read with interest.
     1. Tucker excused at 9:54 am.
     2. Levan excused at 10:17 am.
     3. Tucker returns at 10:20 am.
  6. Lennon appointed Andrews and Glazer to the nominating committee. A slate of candidates for officer positions will be needed for the annual meeting in July.
  7. Moore asked about fund raising activity coordination with the Friends. She will relay back to them the strategy the Library Board is seeking.
  8. A motion to enter into executive session was made by Tucker and seconded by Glazer. Approved. Session began at 10:50 am.
  9. A motion to exit executive session was made by Tucker and seconded by Andrews at 11:04 am.
  10. A motion to adjourn was made by Lennon at 11:04 am. Approved.

  Next meeting scheduled for Tuesday, February 12, 9:15 am. Meeting to be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach

• June 17, 2008 @ 9:15 am

  Minutes of the Tuesday, June 17, 2008 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 Glazer, Moore, Levan, Lapple, and Tucker. Bollerman, and two guests were also present. Andrews was excused.
  2. On a motion by Tucker and seconded by Glazer for approval of minutes of the May 20, 2008 meeting. Approved.
  3. Oak Gentry owner of the property at 28 Library Ave. spoke to the Board about the preparations and remediation of the site. He is confident our modulars will be on the site shortly. Both Glazer and Tucker expressed thanks for his investment of time and money into our project. His community spirit is to be commended.
  4.  The Personnel Report was read. A motion for approval was made by Levan and seconded by Glazer. 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. Harris Palmer spoke on behalf of the Friends of the Westhampton Free Library. Robert Fleishner passed away. He ran the French Club and was President of the Friends. His will left $5,000 for the Friends. A discussion on the Friends Annual Letter then occurred. Harris was sharing the need for a replacement for Maria, who had organized the letter. The Board wanted the Friends on track with their own efforts at raising funds for the building project. Some discussion followed and the Library Director will speak with the Friends president to seek a resolution. Tucker thanked Harris for his attendance at the Board meetings and for helping to share what is happening with the Friends.
  7. The reports were read with interest.
  8. There was no nominating committee report.
  9. The vehicle policy was moved by Levan, seconded by Lapple and approved. The Personal Appearance of Employees Policy was moved by Levan and seconded by Tucker and approved. The Building Project Policy was moved by Levan and seconded by Tucker and approved.
  10. The Board asked the Director to develop a media policy and a policy on service contracts for the next Board meeting.
  11. A motion to adjourn was made by Levan at 10:55 am. Approved.

  Annual meeting is scheduled for Tuesday, July 15, 9:15 am, the regular meeting will immediately follow the annual meeting. Both meetings will be held at Village Hall, 2nd Floor, 165 Mill Road, Westhampton Beach