Tuesday, September 30th, 2014

Board of Trustees Meeting Minutes

June 3, 2013

Meeting called to order at 7:05 p.m.

 

Present: Carla Amthor, Merle Bercow, Christi Crowley, Stewart Crowell, Susie Haldeman, Mary Lou Carolan, Eileen Masterson, Mike Palmer, Ed Rubinstein, Elaine Schultz, Ken Simon, Leslie Soto

No public participation

Stew moved, Ed seconded to accept minutes. It passed.

Director's Report: (see full separate report)

-Ostrander school kids are coming to the library. The library had its Summer Reading Program kickoff at Ostrander today for 2nd-5th grades. We had a $300 mini-grant from the state to cover performers who introduced the SRP. Roberta and Mark Straka gave packets to the teachers to send home with the kids; we got lots of calls that day from parents.

-Tuesday, June 25, is the SRP kickoff at the library at 5:30 p.m.

-Cast party and awards for Perrines was wonderful.

-We will watch the documentary video at our 7/8 meeting.

-Memorial Day showcased our new Adirondack chairs.

-Four barrier poles in the fence surrounding the library were removed to create a more inviting atmosphere.

-We need a policy for use of the grounds. It should outline rules and expectations and suggest a donation. It should also mention that use is not exclusive and have a damage or clean-up policy/fee. Ken suggested that we advertise the space on our website. We will write up a policy.

-Thursday, June 20, Mary Lou will do a presentation at the Town hall board meeting at 7 p.m.

-Tanya Griffin, Principal Personnel Analyst with the Ulster County Personnel Dept., is discussing the Civil Service portions of our personnel policy on Thursday, June 6, 4:45, with Mary Lou. The policy will be availabe to board for approval in July.

-We received a $250 donation from the Wallkill Woman's Club for our SRP, which we will use for entertainment for the kickoff.

Old Business:

-Mary Lou had a storage proposal for the Barberie Patent (see proposal in binder). Digital copies will be made. Mary Lou suggested putting a copy in the original wooden frame and put the frame in the Town Hall.

-We need to find out the cost of insurance, removal, and restoration, digital copies, and supply cost of making storage box for Kingston's Ulster County Records Center. Mary Lou will ask Nellie Balloffet to send us information on the restoration process and proposed cost of digital copies and transportation to Kingston

** Leslie moved that we store the Barbarie Patent, once it is prepared, in Ulster County Records Center in Kingston, at a mininum cost of $12. Merle seconded. It passed.

 

COMMITTEES:

Finance:

**Stewart made a resolution to approve funds for Mary Lou for transportation and hotel costs to attend the place-making conference in Detroit. Mike seconded. The Friends paid for the conference itself. It passed. Leslie suggested we use GEEK the Library community outreach money to cover this. If requests like this occur between meetings, the executive committee will meet to approve.

PR/Outreach:

A Library Champion dinner to recognize people in the community who have supported the library was suggested. Spring might be the best time to do this as fall is busy for local places like Magnanini's and New Cavu's. This would, hopefully, become an annual event both honoring supporters and spreading awareness. Stew suggested also having silent auctions during this event. Carla, Christi, Ed, Mary Lou, and Ken will be the committee to look into this event.

Buildings and Grounds:

-A grounds usage policy needs to be written and posted

-Adirondack chairs in place throughout grounds

-Poles removed from fence and inviting signs posted by openings

Personnel:

Mary Lou presented "Library Code of Conduct" proposal (see on separate page). ***Carla moved to adopt and post the proposed "Library Code of Conduct." Merle seconded. It passed. There is also information for the staff on how to deal with disturbances. It will be poed throughout the library.

By-Laws:

By-Laws are now posted in the book.

Security:

No news.

Old Business (see more at beginning of minutes):

We're going to ask local businesses to sponsor Wallkill Public Library events, putting signs on the lawn and posting it in the Blast. Christi will make up a letter we can take to possible sponsors.

New Business:

-We need sponsorship for the Harvest Faire

-Website upgrade: Lisa Palmer has been doing this website for the past couple of years, taking classes to improve her skills and doing a great job

-Mary Lou found Piper Mountain Webs LLC to help us improve our website beyond what we can do on our own. The startup design and fee is $350. The set-up with a transfer of all information is $250, first year only, plus $600 per year. Lisa Palmer would be the web administrator, so all web work would be done in-house with the company's assistance. The website was recommended by Pearl River, Port Jervis, and Palisades, especially for superior customer service. Money had been put aside for this kind of service when Mike Grafe was working on our website. Lisa stepped up to do it when Mike Grafe left, but now it's taking too much time for Lisa because she does the Blast. Mary Lou had looked into a recommendation from Hubsher, but it was more expensive with the same services.

**Stew moved that we purchase website services from Piper Mountain Webs LLC as our hosting provider, contingent on them having adequate backup and security measures. Ken seconded. It passed.

-Our Building and Growth Campaign will be on the top of next month's agenda. We need a place to meet, gather, learn, take tests, use WiFi and technology, work with organizations, etc. Mary Lou asked us all to think about options for a new library to share at our next meeting.

Motions passed at this meeting:

**Leslie moved that we store the Barbarie Patent, once it's prepared, in Ulster County Records Center in Kingston, at a minimum cost of $12. Merle seconded. It passed.

**Stewart made a resolution to approve funds for Mary Lou for transportation and hotel costs to attend the place-making conference in Detroit. Mike seconded. The Friends paid for the conference itself. It passed.

**Carla moved to adopt and post the proposed "Library Code of Conduct." Merle seconded. It passed.

**Stew moved that we purchase website services from Piper Mountain Webs LLC as our hosting provider, contingent on them having adequate back up and security measures. Ken seconded. It passed.

 

Next meeting: July 8, 2013

 

Respectfully Submitted,

Susie Haldeman
Recording Secretary

 

 

 

May 6, 2013

Vice-President Ed Rubenstein called the meeting to order at 7:07 P.M.

 

Present: Carla Amthor, Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan, Eileen Masterson, Ed Rubinstein, Elaine Schultz

Absent: Christi Crowley, Stewart Crowell, Mike Palmer, Ken Simon and Leslie Soto (excused)

No Public Participation

Mary Lou suggested we put up a sign that tells people we’re open for board meetings although the library is closed.
**Merle made a motion to let the public know through signs on the doors that they are welcome at the board meetings although the library is closed for business. Elaine seconded it. It passed.

Merle volunteered to make the signs.

Minutes from the April 2013 meeting were reviewed and accepted (moved by Eileen, seconded by Carla).

Director’s Report (see separate report): It was an active month. The presentation about money by the HR Block representative had 26 people downstairs.
The library is looking to take the Books Alive group to Westchester Broadway Dinner Theatre for a matinee of Sound of Music on Friday, June 28 (tentative date).
Summer Reading Program is mostly planned already. They are looking to also do teen and adult summer programming, including an art program with an artist from the Wallkill River School of Art in Montgomery.
The Program for Public Spaces that was attended was a very useful meeting. Many great ideas were shared and some good connections made. It was focused on ‘place making’. How can we make our front lawn more of a gathering place? So far a play place has been added, but we need to add more places where people can sit in groups. Opening up sections of the fence in different locations around the perimeter with signs welcoming visitors will help. The Friends are looking into colorful Adirondack chairs which may be added to the front lawn.

Carolyn Thorenz is doing field trips to Ostrander to do programs to help with teachers in Common Core concepts.

Mary Lou will be doing an informational presentation to the town council on what’s going on with the library, hopefully at the June board meeting. Merle suggested inviting the heads of the Democratic and Republican parties (Vic Work and Roger Rasco, respectively) to Mary Lou’s presentation.

The work being done on the Barbarie Patent will hopefully be completed this month. Mary Lou would like there to be Board involvement as each step is completed. She will also be checking out the Ulster County Archives who have offered to store the patent appropriately. This will all be done by the book.

There will be a good-bye thank you party/barbecue to celebrate Barb’s tenure at the library.

Mary Lou is continuing to investigate new copiers and how we can create an office center in the library to further meet the needs of the Hamlet of Wallkill.

Committees:

Finance Committee/Treasurer’s Report: Ed shared the bills from February and March.

**Elaine moved to approve payment of the bills from February and March. Merle seconded. It was approved.

Public Relations/Outreach: Committee suggested a Movie on the Lawn night during the summer. There are inflatable movie screens available. Ed will be forwarding an A-Z list of fundraising ideas to the board. One great idea for fundraising and friend-raising was to have "Library Champion" honoree dinners. We need to decide the purpose and focus of each activity (to raise money, to raise awareness, to involve the community more …).

Buildings and Grounds: Committee needs to meet again before reporting. Leslie, Stewart, Mary Lou and Mike discussed (via phone) which silver poles to remove from the fence around the library grounds and ordered signs which say "Please come and enjoy our lawn". Friends are buying the Adirondack chairs and will write "Property of Wallkill Public Library" on them.

We asked the building committee to make recommendations on signage for the library (a kiosk style for one side and a smaller sign for the corner where Rt. 208 turns off.

Personnel: Final corrections will be made to the FMLA policy and the personnel policy which will be forwarded to Mary Lou to have reviewed by Ulster County Civil Service.

**Susie moved to approve the use of the Cornwall Public Library FMLA policy as corrected. Merle seconded. It passed.

By laws: Revised by-laws as approved by the board will be emailed to Mary Lou to copy and file in the library policy manual.

Security: Several middle-of-the-night alarm calls have occurred. The motion detector was filled with ants. An exterminator came out and cleaned up the nest of ants. Mary Lou is going to see if Mike can answer the late night alarms as he lives in town. Mary Lou is going to conduct a fire drill in both the spring and the fall starting now. She will first go over procedures, then practice.

Old Business: The Keurig machines is being replaced as our gift to the staff.

New Business: Friends will fund the Adirondack chairs. Part of the Harvest Faire’s (September 21, 2013) and book sales’ proceeds will go toward a gazebo on the front lawn. Mary Lou has some estimates on the gazebo. Friends will look into which permits are required.

Laptops can be purchased using Mary Lou’s wish list money. Friends are purchasing a bulk quantity of Library Logo design reusable fabric tote bags for sale at the library and bookstore. Mary Lou asked for time at the June board meeting to make a presentation about building space.
A plaque honoring Jim and Adrienne Perrine for putting in the lights at the Middle School auditorium/stage will be ready Tuesday May 7. Mary Lou will do a presentation at the Middle School to the Perrines and will let us know when by email.

CDs are ready with the play and documentary of making the play. They will be used as a fundraiser and promotional.


Eileen moved to adjourn meeting. Elaine seconded.


Adjourned session 8:39 p.m.

 Summary of Motions: **Merle made a motion to let the public know through signs on the doors that they are welcome at the board meetings although the library is closed for business. Elaine seconded it. It passed.

**Elaine moved to approve payment of the bills from February and March. Merle seconded. It was approved.

**Susie moved to approve the use of the Cornwall Public Library FMLA policy as corrected. Merle seconded. It passed.


Respectfully Submitted,


Susie Haldeman
recording secretary


Next Monthly Meeting: June 3, 2013 7:00 p.m.  

April 8, 2013

President Christi Crowley called the meeting to order at 7:06 PM.

Present: Carla Amthor, Merle Bercow ,Susan Burhans Haldeman, Mary Lou Carolan, Christi Crowley, Eileen Masterson(7:10), Mike Palmer, Elaine Schultz, Ken Simon (8:00) and Leslie Soto

Absent: Stewart Crowell, Ed Rubinstein (excused)

Public participation: Friends - Zoraida St. Paul-Lugo, Adrienne Perine, Marla Landsman, Donna Richardson (7:10)

President’s Report: Christi welcomed the Friends of the Library. We asked how we could help with the Harvest Faire and other fundraisers. Adrienne said that the active members of the Friends group are down to the 5 who are the board members of the Friends. There are not enough people for major activities so they have streamlined their goals.

1) Main focus is the book store, as it is a money maker

2) Other means of raising money - need to know the goal of money raising efforts to get the community involved. It was suggested that we focus on getting and installing a gazebo for concerts and other activities.

The Friends put out a survey through the library regarding the Harvest Faire - last two had lots of rain - and the response was that people still want to have one (about 40 responses).

They all want vendors and food; some wanted the flowers and bouncy house.

Friends will have one in 2013, but the meeting with the Town Hall was unproductive. Valk said it wasn’t in the budget so they couldn’t help. As last year they had said they would like to help more, it’s not clear why it isn’t in the budget as they are the ones who set it.

Boy Scouts will help again.

Unfortunately, Chocolate Dreams is closing April 27. They have been supportive of library activities and a help in many ways.

2013 Harvest Faire will be September 21. We can use the Town Hall bathrooms. If we need to close the street end we can have this taken care.

Christi asked what the library can do to help with the Harvest Faire.

There will not be a children’s activity tent as there weren’t enough visitors to make it worthwhile. That will eliminate the need for one large tent.

We should involve more patrons with physical work such as moving tables and chairs, possibly from the firehouse. Fair Rite loaned us garbage pails and gave us bags, which we hope they will be able to do again this year.

All people who need a table will pay for it this year. We’ll tie the money to our goal of building a gazebo (or whatever we decide to make our goal).

We need to involve the Girl Scouts and Boy Scouts in service on that day. We have a Boy Scout connection and Mary Lou will talk to Girl Scout troop leader to involve them.

It was also suggested that Books Alive do skits at the Faire to entertain and interest newcomers for December’s tryouts.

May 4 there will be a book sale outside at the book store.

Friends need a place for a permanent display of goals, minutes, achievements, etc. One suggestion was in the small hallway by the bathroom. It was also suggested to put a bulletin board outside the bookstore as it is a covered area.

Mary Lou will do some research on the gazebo, permits, roof, floor variance, electrical, etc. We make a decision as soon as possible so Friends can advertise specifically.

Adrienne suggested a dinner to honor someone local that could also be a fundraiser. Possible weekends: Veterans in November, possibly in the spring to allow more time.

Public participation ended.

Minutes from the March 2013 meeting were reviewed and accepted.

Director’s Report (see separate report):

Mary Lou thanked Leslie and Stew for the wagon and tractor and thanked everyone who helped (at the parade).

There has been great involvement with the Ostrander Elementary School teachers collaborating on the common core projects.

"Muddy Boots" is an idea from two local scientists to get kids in the "Dig In" summer reading program. There will be more information forthwith.

Barbara Powell has resigned due to health reasons and the Library staff is taking her out to Nu Cavu for a good-bye dinner.

Other members of our library staff are provisionally acting as library assistants and will take the Civil Service exam when it is offered. High school students who are hired after school are "library pages". They get minimum pay and are taught basic skills.

Gordon Poschei has been hired provisionally as our new handyman. He saw the notice in the Blast.

The Annual Report is ready and will be in the binder at the front desk. Mary Lou will present the highlights to the Town Board. It is available for us to use for presentations.

Merle’s computer class hasn’t started due to low enrollment. She will try to get more participants before starting. She’ll put it in the paper to get the word out.

Committees:


Buildings and Grounds: A-Star preventative maintenance said they checked a different floor each time they provided maintenance. They said it needed a $1000 part or it would blow up. Mary Lou asked Rycor to check before this money was spent. Rycor’s representative said it had not been cleaned. All three floors had been done on one visit so different ones weren’t checked each time, and it cannot blow up. We told A-Star ‘good-bye’. They were belligerent then apologized later and asked to meet with the board to give their side. The Buildings and Grounds committee agreed to meet. Mike did due diligence and got all the information about costs and such. The person from A-Star called and said he would be 45 minutes late to the meeting. The committee did not stay. Leslie met with him but wouldn’t call the whole committee back in. He left many messages and became threatening. Leslie called the police, then him. He promised not to call again. The Board supported the Building and Grounds Committee’s decision to terminate the contract with A-Star. They were supposed to come four times and only came once, so we will take 75% of what we paid as credit and use toward outstanding bills, then cut a check for any balance owed. Mary Lou will write a letter with this information and send it. She will check details with Leslie.

**Merle moved that we write a letter to A-Star outlining that, as they came only 1 out of 4 times contracted, we will use the 75% not earned as credit toward outstanding bills and write them a check for any balance owed. Carla seconded. It passed.

Public Relations/Outreach: Mary Lou and staff members Lisa, Carolyn and Christine are meeting to coordinate their PR efforts and want to also coordinate with the board’s PR committee so as to eliminate confusion. They are meeting April 15.

Finance Committee/Treasurer’s Report: This committee hasn’t met this month.

Personnel: A thank you letter from Pat was circulated.

We will update the newest input for the personnel policies, then meet to complete this before the May meeting.

By-Laws: We are not to issue cards to other served areas but we can allow them to check out from our libraries. This would include RCLS or Ulster libraries. Town of Newburgh is an un-served area.

Our new by-laws are updated, leaving out Article 2 and Article 13. We all reviewed this.

**Eileen moved to approve changes in the by-laws. Leslie seconded. It passed.

They will be added to the board book and posted online.

Old Business: The staff gift of a purifier for the Keurig machine will be purchased if the machine is still working. If not, we will purchase a new machine.

New Business: Possible goals: computer laptops, signage for the lawn

Christine designed some gardens for the library lawn. She will share them with the buildings and ground committee.

Next meeting we will do a board picture if all are here (at 6:45 before meeting starts).

Adjourned session 9:15 pm

Summary of Motions:

**Merle moved that we write a letter to A-Star outlining that, as they came only 1 out of 4 times contracted, we will use the 75% not earned as credit toward outstanding bills and write them a check for any balance owed. Carla seconded. It passed.

**Eileen moved to approve changes in the by-laws. Leslie seconded. It passed. They will be added to the board book and posted online.


Respectfully Submitted,

Susie Haldeman, recording secretary

Next Monthly Meeting: May 6, 2013  

 

March 4, 2013

President Christi Crowley called the meeting to order at 7:13 PM.

Present: Carla Amthor, Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan, Christi Crowley, Mike Palmer, Ed Rubinstein, Elaine Schultz, Ken Simon and Leslie Soto

Absent: Stewart Crowell, Eileen Masterson (excused), Ed Rubinstein, Elaine Schultz

Minutes from the February 2013 meeting were reviewed and accepted (moved by Leslie, seconded by Merle).

Director’s Report (see separate report): Tuskegee Airmen Program will be back in the fall with the leadership academy program in our area.
Books Alive doing really well, they are doing a documentary of creating of Books Alive. There will be a YouTube clip made and posted to the website. Parental permission was obtained.

In the Wallkill Valley Almanac, on page 18, there is an ad for the library.

On June 3 there will be an assembly with the Summer Reading Program (SRP) performers at the local elementary to introduce the students to the Summer Reading Program.

The last Tuesday in June (the 25th) will be the kick-off for the SRP.

The Barbarie Patent - Al Aimone will be able to assess its value without removing it from the glass frame. We need to make a decision on where it should be kept - perhaps in Kingston. We could keep a digital copy here or in the Town Hall.

Copiers: Mary Lou has looked into finding better copiers for the library. We will rearrange space to make room for the new printer/copier so we can offer an ‘office space’. Several options are being investigated.
Paulette is going to take the Notary course so we can also offer this service.

Computer use in the library has soared. We need to look at buying four laptops and rearranging the current space.

Committees:
Finance Committee/Treasurers Report: The bills for October through January were recommended to be approved. The finance committee is going in depth into the bills to be sure everything is in order and accounted for in order to be ready for an audit. The finance committee is signing off on all checked work. The committee recommended putting $100,000 into a 6-month CD at .4%. We will keep $164,000 in the capital fund.

*Merle made a motion to put $100,000 in a 6-month CD at .4%. Ken seconded it. It passed.

Books Alive currently has about $3200. We need to create a spread sheet of expenses to keep accurate records.

Ken expressed a concern about having a qualified person as treasurer once Leslie has to move out of the position.

Public Relations/Outreach: Committee hasnt met.

Buildings and Grounds: Committee needs to meet again before reporting.

Personnel: The committee is still tweaking the policy to make sure it is accurate and grammatically correct. We need to check for nepotism in the policy - should we change it as were in such a small area? We need a policy about whether or not we can hire people who are related to the board and staff. Further discussion is necessary.

By laws: Merle has asked Michael West for input about Article XIII several times but has gotten no response. We need to be sure its done legally. Mary Lou suggested we use the Division of Library Development (part of the education department) to get the answers to this. Mary Lou will send Merle the name and number of a contact.

A question was asked about what percentage of our library card holders live in the Town of Newburgh. Mary Lou has a breakdown of who is from where. Merle will talk to Robert Hubsher for ideas on what other libraries do about these groups of people who don’t have library service. It’s about 5% for us.

Upcoming events:

St Patrick’s Day

- we have a float. Skip Chambers is donating his tractor again for our use. Books Alive participants and others will walk with and/or ride the float. Ken, Christi and Susie said they will be there to walk on the 17th. Please donate bags of candy for the float. Books Alive will be performing Sat., March 16 at 1:00 and 5:00. Board members needed to help with tickets, cd sale and bake sale. Mary Lou will send out an email for us to sign up to help.

Books Alive will also be performing at Ostrander on March 21st.

New Business: April 8 we are going to invite the Friends of the Library. Christi will invite them via Adrienne. The Friends are trying to get the Town Hall involved with the Harvest Faire.

It was suggested that we consider feeding children who are involved with the Summer Reading Program. We will work with the church/thrift store program, perhaps through the Snakn Kids program they have put in place. Possibly we could provide kids and program, they could provide the snacks. Further investigation is needed to see if this would be possible and practical.

Matt Thorenz and Paulette went to training on teen and adult summer programming.

We were asked to think about ways to serve our local businesses, such as the proposed office corner in the library.

One suggestion made at our Saturday brainstorming session was to involve local businesses by allowing them to advertise on our website, perhaps spotlighting a business of the week. Ken has a contact with an extensive list of businesses in NY which we could probably use. We could archive all businesses whove advertised with links. Christi will start on this.

Outdoor space usage ideas: music festival, music on the lawn, involving the Rail Trail patrons.

The Buildings and Grounds will meet and discuss how to do Kiosks and adding benches and chairs to the lawn.

Adjourned session 9:00 p.m.

Summary of Motions:

*Merle made a motion to put $100,000 in a 6 month CD at .4%. Ken seconded it. It passed.

Respectfully Submitted,

Susie Haldeman recording secretary

Next Monthly Meeting:

April 8, 2013 7:00 p.m. 

Feb. 4, 2013

President Christi Crowley called the meeting order at 7:20 p.m.

Present: Carla Amthor, Merle Bercow, Susan Burhans-Haldeman, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Mike Palmer, Ed Rubinstein, Elaine Schultz, Ken Simon, Leslie Soto

Absent: Eileen Masterson (excused)

Public Participation: None

Minutes from the Jan. 2013 meeting were reviewed and accepted. Stewart moved, Merle seconded.

Director's Report (see separate report):
Friends of the Library want to do an advertisement in the Wallkill Valley Almanac; they will split the cost of $120 with the library. The WVA highlights local area events and businesses. It is a 1/4-page ad.
*Stewart moved to pay 1/2 the expense of having an ad in the WVA, Ed seconded. It passed.

Mary Lou and some of the trustees will meet Tuesday, Feb. 5, at 10 a.m. with a professional to deal with the Barberie Patent. They will review and recommend how to take care of the Patent. The cost is $400 plus travel expenses.
*Merle moved that we pay the $400 plus travel expenses for having the professional review and recommend how we should deal with the Barbarie Patent in the safest way. Stewart seconded. It passed.

Committees:

Personnel: Everyone will review the personnel policy (36 pages) and send comments to Susie by 2/17 (or as soon as possible thereafter). Personnel will meet before next meeting to address comments and update policy, between 2/17 and 2/24, if possible.

Finance Committee/Treasurer's Report: Finance committee couldn't meet due to bad weather. In March, bills for Oct-Feb will be addressed.

Public Relations/Outreach: This committee will meet this month. They still would like ideas for a big fundraiser. Send any ideas to Christi via email.

Buildings and Grounds: This committee will meet soon to address the continuing large puddle problem. Our handyman is overextended and cannot come when needed. We need a new handyman, preferably someone retired who's available during the day. Email Mary Lou with any names.

By-laws: We have not heard from Mr. West. Article 2 should say it serves people from "Town of Shawangunk or in the Wallkill School District (instead of and).

Old Business: A gift for the employees was overlooked at Christmas, so we will do a gift for Valentine's Day. We'll add a water purifier to clean up the water for the coffee maker. Leslie will check prices. If there is extra money left, we will buy an assortment of coffees, cocoas, and teas for the coffee maker.
We considered asking for a Red Box to put outside to deal with the newer release DVDs, but Red Box does not do franchises, so we cannot do this.

New Business and Upcoming Events: The St. Patrick's Day Parade is March 17 at 2 p.m. (the day after Books Alive! performance). We were asked for a donation, but as a nonprofit we cannot do this. We will ask the Friends group to donate. Books Alive will participate in the parade. Help will be appreciated. Also, donations of wrapped candy to throw will be participated.

March 16 Books Alive will performing, at 1 p.m. and 5 p.m.

Feb. 13, from 10 a.m. until 2 p.m., will be the trustees' strategy session at the high school library. A questionnaire will be coming electronically. Please fill it out and return to Mary Lou by the 15th. The questionnaire will cover programming and technologies, what we perceive as our needs, and what services we think we need to offer. Also, please read the strategic plan which will also be sent and fill out the skills assessment.

We would like to have the Friends at a board meeting. We will bring them up to speed on our goals in April, after Books Alive is over. We would like to work together, have them help with membership, coordinate fundraising and discuss the Harvest Faire.

There will be a survey in the blast to get input from patrons of the library. Our April meeting will be April 8, as April 1 is too close to Easter and possible vacations. Leslie will invite the Friends.

Adjourned session: 8:30 p.m.

Summary of Motions: *Stewart moved to pay 1/2 the expense of having an ad in the Wallkill Valley Almanac. Ed seconded. It passed.

*Merle moved that we pay the $400 plus travel expenses for having the professional review and recommend how we should deal with the Barberie Patent in the safest way. Stewart seconded. It passed.

Respectfully submitted,

Susie Haldeman, recording secretary

Next monthly meeting: March 4, 2013, at 7 p.m.

 

 

Jan. 7, 2013

President Christi Crowley called the meeting to order at 7:05 p.m.

Present: Carla Amthor, Merle Bercow, Susan Burhans-Haldeman, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Mike Palmer, Elaine Schultz, Ken Simon, and Leslie Soto

Absent: Ed Rubinstein, Eileen Masterson (excused)

Public Participation: none

Minutes from the Dec. 2012 meeting were reviewed and accepted (Stewart, Carla, moved and seconded).

President's Report: We need to have a separate dedicated meeting to jumpstart our building efforts. Mary Lou will talk to Mike Grafe about meeting with the staff and board at the high school to brainstorm hopes and dreams about a new building. Keep Saturdays in Feb. available while we work out a date. We will meet sometime between 9 a.m. and 3 p.m.

Director's Report (see separate report): Mary Lou asked the personnel committee to go through the 36 pages of policy. She will send them to us via email. After we have looked them over we will meet together.
Training went well for the staff. Each person picked an area to focus on and researched sites and taught each other.
During the training, the staff brainstormed ideas for improving the library; physically, type of offerings, and in collections. Attic is used a lot more now and needs to be cleaned out and have air filters. Mike will check out what the attic needs in a filter system. 
Library is becoming a "maker space," a place people learn how to make things, cross-generational trends all over the U.S. 
We have a traveling librarian (Carolyn) who takes programs to school 2X a month, which is building school-library connections.
Matt continues to update, catalog, and digitalize our archives collections to make them more accessible.
Some of the staff are interested in grant writing.
There were lots of ideas by the staff to engage parents and kids in many programs. Mary Lou looked into leasing a more sophisticated copier (multiple copies, collating, color). She will check out more options to compare.
It was suggested that there be fines for damaged books. DVDs sometimes don't get returned, especially new releases. Mary Lou will check into Red Box option for new releases so we can fund TV series on DVD.
**We looked at changing book fines to 25 cents for new releases, $3 for damaged books, and $2 fine per day after 3 days on new-release movies. Leslie moved to do so, Merle seconded. It passed.

Committee assignments for this year are as follows:

Personnel: Susie, Eileen, Leslie, Ken, Carla
Security: Stewart, Mike
Finance: Merle, Ed, Leslie, Ken
PR/Outreach: Ed, Carla, Christi
Ad Hoc Committee on Policy: Elaine, Susie, Ken
Buildings and Grounds: Stewart, Eileen, Leslie, Mike

Committees:

Finance Committee/Treasurer's Report:
There is an $11,000 surplus on the tax levy. It was suggested that we repay the building fund for emergency monies which were borrowed to pay for disaster-related problems. All the details will be presented next month.

Personnel: We will meet to review the 36-page policy.

By-laws: After reviewing the changes we decided that Elaine and Merle shold have the lawyer, Michael West, review the changes for legalities. We'll review again next month.

Buildings and Grounds: The building inspector said that we are grandfathered in so we don't have to get the handicapped door installed on this building. We will get this in writing from the building inspector.

Public Relations/Outreach: We should have a large event by the end of 2013. Email Christi with any ideas.
The Kindle Fire raffle cleared about $135.
For the wine raffle, we are going to ask Cafe Mio and Pudgy's to donate a dinner to go with the wine.
When we do raffles we need to be clear on the purpose and parameters. Before we do a large fundraiser we need to meet with the Friends' group.

Friends' Group Liaison: We'd like to meet with the Friends. We decided it would be best to meet in March after our planning meeting in Feb.

Adjourned session: 8:50
Went into executive session at 8:55

Summary of motions:

Minutes from the Dec. 2012 meeting were reviewed and accepted (Stewart, Carla, moved and seconded)

**We looked at changing book fines to 25 cents for new releases, $3 for damaged books and $2 per day after 3 days on new-release movies. Leslie moved to do so, Merle seconded. It passed.

 

 

 

 

December 3, 2012

President Christi Crowley called the meeting to order at 7:05 p.m.

Present: Carla Amthor, Merle Bercow ,Susan Burhans Haldeman, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Eileen Masterson, Mike Palmer, Ed Rubinstein, Ken Simon and Leslie Soto

Absent: Elaine Schultz (excused)

Public participation: none

Minutes from the November 15, 2012 meeting were reviewed and accepted. Merle moved, Stewart seconded.

President’s Report: The Barbarie Patent- There was an email from Al Smiley on Nov. 15 with criticisms of our handling of this document. According to Al, after a conversation Al had with Town Hall personnel without direction from WPL, the Town Hall no longer wants the document in their building. Mary Lou requested that she be allowed to handle it as we have directed her to, getting us the information we need on it being appraised, etc. We have had this document since 1937 and are working on the future care of it with research and experts. Stewart reminded us that it is important to remember that we have experts involved in the process.

Director’s Report (see separate report): Carolyn Thorenz put together a menu of activities for High School students who volunteer to choose from, offering different time commitments and experiences.
The parent-teacher workshop was rescheduled for January. The Holiday discount program has 17 local businesses participating so far.
Fines/fees, copies, faxes, printing costs-we are still getting responses from other libraries as to what they are charging. There will be a spread sheet by Jan. for comparison.
There was a liability package presentation for Utica National. It will be accessible to read in the binder in the library.

**Merle moved that the WPL adopt a ‘deferred compensation plan’ for the employees of the library. Carla seconded. It passed. See attached information.

We discussed a retirement program for all employees, but the penalties for bringing longtime employees up to date are prohibitive. Mike suggested we see if there’s any way to be reimbursed or have initial costs mitigated. Mary Lou will contact Senator Bonacic’s office in early 2013 to explore this.

**The 2013 holiday schedule was reviewed. Carla moved to approve it, Eileen seconded. It passed.

**Merle moved to pass the proposed hourly workers’ vacation accrual and add it to the personnel policy. Stewart seconded. Mike abstained. It passed.

See addition in personnel policy. We still need to approve the entire packet of personnel policies. Mary Lou will email the packet during December.

The Anser Contract with RCLS was signed and sent to Robert Hubscher at RCLS.

Personnel policies were received electronically by Mary Lou. We will add in accrual of paid leave time if it is passed.

Committees:

Finance Committee/Treasurer’s Report: The monthly financial report was reviewed at meeting. We have a surplus which will allow us to reimburse the building fund for the money taken out for building expenses.

**Merle moved that we adopt a resolution to override the tax cap for 1/1/13-12/31/13. Ed seconded. It passed.
**Whereas, the adoption of this 2013 budget for the Wallkill Public Library requires a tax levy increase that exceeds the tax cap imposed by state law as outlined in General Municipal Law Section 3c adopted in 2011; and Whereas, General Municipal Law Section 3c expressly permits the library board to override the tax levy limit by a resolution approved by a vote of sixty percent of qualified board members; now therefore be it Resolved, that the Board of Trustees of the Wallkill Public Library voted and approved to exceed the tax levy limit for 2013 by at least the sixty percent of the board of trustees as required by state law on September 6, 2011.

Fundraising: We have wine/liquor for three baskets. We decided to do these for a Valentine’s Day raffle. Mary Lou will purchase a Kindle Fire HD through the library’s Amazon acct. for the December Holiday raffle. Christi will make up the tickets and get them to us promptly. All trustees will help sell tickets. No library employees or trustees will participate in the raffle. The drawing will be on Dec. 21.

Buildings and Grounds: Estimates for the installing equipment to operate the handicapped accessible door were both close to $2200. Mary Lou suggested we speak to the building inspector for an exemption as we are planning to build and this is very expensive to do for a building that is going to be renovated.

Personnel: Discussed in Director’s report.

By laws: An updated draft of the by-laws was sent by Merle via email Dec. 1. Major changes are near the end: consequences for violating by-laws. Be sure to read Article XIII before the next meeting and review the entire email.

New Business: Nominating committee presented a slate of officers for the 2013 year.
President: Christi Crowley
Vice President: Ed Rubinstein
Treasurer: Leslie Soto
Corresponding Secretary: Merle Bercow
Recording Secretary: Susan Burhans Haldeman
**Stewart moved that the list of nominees for the 2013 officers be approved. Carla seconded it. It passed.
It’s time for everyone to decide which committees they would like to be on for the 2013 year. Mary Lou asked for an ad hoc policy committee to go through all the policies to update them. Please email Christi with your preferences.
Friends: Joint meeting to be discussed in January.


Adjourned session 8:35 pm

Executive session began 8:37


Summary of Motions:

**Merle moved that the WPL adopt a ‘deferred compensation plan’ for the employees of the library. Carla seconded. It passed.

**The 2013 holiday schedule was reviewed. Carla moved to approve it, Eileen seconded. It passed.

**Merle moved to pass the proposed hourly workers’ vacation accrual and add it to the personnel policy. Stewart seconded. Mike abstained. It passed.

**Merle moved that we adopt a resolution to override the tax cap for 1/1/13-12/31/13. Ed seconded. It passed.

**Stewart moved that the list of nominees for the 2013 officers be approved. Carla seconded it. It passed.

Respectfully Submitted,

Susie Haldeman
recording secretary

Next Monthly Meeting: January 7, 2013

 

 

November 5, 2012

President Christi Crowley called the meeting to order at 7:03 p.m.


Present: Carla Amthor, Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Eileen Masterson, Ed Rubinstein, Elaine Schultz, and Leslie Soto

Guests: Al Smiley, Mike Palmer, Ken Simon

Public participation: Christi invited Al to speak as he requested an opportunity to do so. He said he received the letter that morning and so was not prepared to speak. He requested to speak in executive session because it involves personnel. Christi stated he’d asked to speak in front of the board. Mary Lou felt it should be addressed now as Al is no longer on the board as of next month, so anything he needs to say should be said now, particularly as some items appear to be about her. Al said he has counsel engaged and will have a full presentation of problems, difficulties, illegalities etc. Merle suggested Al address the issues in the letter he sent. Al once again declined to speak and requested a future executive committee session. Christi also told Al that those items requested in his FOIL letter to us do not exist (minutes from committee meetings or communications with various places) as we don’t keep minutes for committee meetings and we had not communicated with the town board in regards to the topics he specified. Al asked for a copy of our communication with RCLS. Christi asked for a written request as he had not asked for that item in this letter. Mary Lou asked if we needed to send letters to him by certified mail as he does not seem to be getting them from the post office in a timely manner. Al did not think that was necessary. He clarified that it was not our earlier letter to him he just got, but our latest letter. Christi had sent the suspension letter in early September and did not receive any reply from Al for six to eight weeks. Al again asked for an executive meeting and Mary Lou asked for the meeting to be open. Al feels that new people on the board need legal advice and education. We handle public money and there are important consequences for how we use it. Al thinks we need competent legal advice at board meetings for particular events. After requesting an audience with the executive committee several times, he clarified that he actually wants to speak in executive session, not executive committee. Christi directed him to prepare and let us know when he is ready to speak in executive session. Mary Lou requested that she be present at this meeting. Elaine requested that we postpone this discussion further until we talk to our legal representation to see what our options are. Elaine asked that Al refrain from discussing this issue anymore until we’ve done this.

**Susie made a resolution to rescind Al’s suspension for the remainder of his term. Merle seconded it. It passed with reservation after discussion. Leslie voted against the rescinding of the suspension. In discussion Stewart felt that "this was not a light manner; we all very diligently acted on this in good faith and our results were unanimous." Stewart felt that we are an informal group of people who should be getting along. Rescinding the suspension bothers him and he wants to reserve the right for the board to sanction Al for his behavior. It is only with a heavy heart, yet total support for our director that he approves rescinding the suspension. Carla stated that we spent a lot of time dealing with this issue as opposed to other issues more important to the library. Christi asked if there was any more discussion. Al said, "If there is any recognition of the possibility that you acted with misinformation, what is it about reconsideration you have repeatedly told me I don’t know what I’m talking about. . .my request of this group is reconsider please the possibility that you are putting on record material for which you will be liable for suit." Stewart called for a point of order and asked the board to be polled whether we wanted to continue with this discussion or vote and move on. Ed commented that these unproductive meetings are the reason he had been considering not running for the board again. He voted to rescind regrettably. Leslie stated that it was interesting that someone who was elected to promote the best interests of the library, but threatens law suits frequently does not have the best interests of the library at heart. We voted to rescind his suspension not because of misinformation but to give Al the opportunity to speak. Motion passed.

Minutes from the October 1, 2012 meeting were reviewed and accepted.


Director’s Report (see separate report): Mary Lou stated that her director’s reports show what is important about what the library does. She drew attention to collaboration with Wallkill’s schools, programming during school conferences, registering people for library cards, etc. The Haunted House the library did was very well attended and received, as was the pumpkin carving contests and all the staff did with the community for Halloween.
Mary Lou asked that any board members speak to her directly about problems with administrative work she is charged with doing before going over her head. Al had contacted the Dept. of Library Development Office of Counsel in Albany, NY about the handling of the Barbarie Patent and they had called Mary Lou about this. Al denied that he said it was being mishandled and accused Mary Lou of mischaracterizing his activities. Stewart called for a point of order. Christi told Al he should have spoken to Christi or Mary Lou if he had any questions. He contacted these people without clarifying where we were in the process. Al said he was concerned about the handling of the document. Stewart pointed out that we are using experts, just not the experts that Al knows.
The library was a community haven during Hurricane Sandy. Closed on Monday but Tuesday people came for wi-fi, coffee, donuts, charging phones …. Lots of camaraderie and a true resource for our community.

Committees:


Finance Committee/Treasurer’s Report: There was no meeting due to Hurricane Sandy.

Public Relations/Outreach: Baskets of cheer delayed. We have some donations from Tuthilltown Distillery and Baldwin so far. More to ask. This won’t be ready by last soccer game. We’ll turn it into a holiday fundraiser, along with the electronic raffles.
Mary Lou and her staff have done great PR with the high school students and library cards. They’ve made a list of teen volunteer opportunities with varying hours of work.

Buildings and Grounds: Still waiting for the handicapped door. Leslie will keep calling. Hope to have information by next meeting.

Personnel: We discussed part time staff accruing hours for paid leave. Will have a presentation next month.
Staff needs online research tools training. Mary Lou requested we close the library from 10-2 (date to be determined) and provide lunch.

**Stewart made a motion that we approve funds ($200) for luncheon and training and that we close the library from 10-2 that day. Elaine seconded it. It passed.

Al mentioned that the NYLA conference had Google training on this coming Sat. in Syracuse.

By laws: Elaine and Merle have been working on the by-laws to be sure they are up-to-date.

Security: No issues.

Old Business: Everyone who was elected must go to the Town Hall and take an oath, both new and re-elected.
RCLS budget approval. There was an increase in the ANSER fees. We did already vote on this.
We need a nominating committee for the executive committee for 2013. Susie and Merle ‘volunteered’.
We need to have a ballot for the December meeting.
We asked the new board members to come early to the next meeting. The By-Laws should be ready by then. (Dec. 3rd)

New Business: The fines rate structure hasn’t changed in years. We discussed changing the terminology to ‘late fee’. Mary Lou will check with other libraries about their fees. New release DVDs are the biggest problem.
Friends Group- we have a liaison to them. They need one to us. Current by-laws say Friends should attend Board meetings 2x/year. We would like to have one meeting a year where the full Friends group attends. Elaine suggested we plan ahead, discuss building plans, have a presentation for Friends. Merle suggested that the February meeting would allow more time to have an agenda. Liaison will tell Friends.

Eileen left at 8:07 to prepare for her election job tomorrow.

Mary Lou shared about the Make-an-Offer yard sale that the Perines are doing as a fundraiser for Hurricane Sandy. She also shared that the library is doing ‘food for fines’ for the month of November. The food is then donated to the Food Pantry in town.

Adjourned session: 8:15 pm

Summary of Motions:

**Susie made a resolution to rescind Al’s suspension for the remainder of his term. Merle seconded it. It passed with reservation after discussion. One nay.

**Stewart made a motion that we approve funds ($200) for luncheon and training and that we close the library from 10-2 that day. Elaine seconded it. It passed.


Respectfully Submitted,

Susie Haldeman
recording secretary

Next Monthly Meeting: December 3, 2012 7 p.m.

 

 

Oct. 1, 2012 

President Christi Crowley called the meeting to order at 7:02 p.m.

Present:
Carla Amthor (arrived 7:30 p.m. due to son's open house), Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Eileen Masterson, Ed Rubinstein, Elaine Schultz, and Leslie Soto

Absent:
Public participation:
Guests Al Smiley and future board member Ken Simon

Went straight to Matt Thorenz report on the Barbarie Patent before regular library business.
Matt got in touch with Lesle LeFevre-Stratton, Curator, as Stew had recommended. She is willing to manage the transfer of the patent to appropriate storage. Whenever we give her date, she is willing to do this for us.
There is a form that needs to be filled out called a "retention schedule." It tells the item, owner, length of time it is being transferred, among other things. The time can be written as indefinite at our discretion. The patent always belongs to us, no matter how long it is in the Town Hall. There needs to be a town representative, law representative, representative from the library, and a tax representative for this to take place properly. Matt will send us his proposal online with the retention schedule. He also found an appropriate box to store the document for $32.89. He spoke to Maria Holden and Catherine Roe about appraisal and insurance. They said that this type of property is usually not insured because it cannot be replaced. They recommended digitizing it. The case the document is in could be insured as it has monetary value. Ken brought up that the signature on the Barbarie document gives it monetary value. Mary Lou will look into how it should be appraised and if it should be insured. Christi suggested talking to Karpeles Museum.
Matt is also putting the pictures from WPL's collection into an online site called "history pin." The pictures are in the address WAK Box 1 and have information about them next to the picutres. The website is historypin.com/channels/view/id/131. Matt is hoping to do a whole website dedicated to our collections. He is hoping to put together online training with wiki spaces for the staff.
The Historical Society could possibly work with Matt and the youth to label and describe the pictures.
*Leslie moved that we have Leslie LeFevre-Stratton work with Matt to transfer the Barbarie document. Stew seconded. It passed.
Matt will send us the information he used. Ken Simon asked about succession on the work plan if Matt should need to leave before it's completed. Matt's forming a liaison with the Historical Society. Also, Mary Lou asked Matt to do his job in a way that the WPL staff can keep it up (nothing too complicated).

*Minutes from the Sept. 2012 meeting were reviewed and accepted. Stew moved, Merle seconded. Passed.

President's Report:
There was a thank you to Mary Lou, Friends, and staff for a great Harvest Faire. To continue with the fair at this level and to grow, we need more town involvement. The Town Hall is willing if they have more advanced notice.

Director's Report (see separate report):

Mary Lou shared her report. The Wallkill Woman's Club, which always provides $250 toward our Summer Reading Program, is celebrating its 100th anniversary on Oct. 13. Our summer program, run by Carolyn and Christine, had the highest number of kids in it in the Orange, Ulster, and Sullivan areas. We were also the only ones to do the LEGO Camp.
*Leslie made a motion to pay for Lisa Palmer and Mary Lou to go to the MHLS Annual Meeting, Regents Vision 2020 Creating the Future of Libraries on Oct. 19. Eileen seconded. It passed.

Committees:

Fundraising ideas:
1)branded scratch off; WPL pays what you scratch off, get a sheet of coupons (will be looked into more thoroughly)
2)boxed sets of cards with kids' painting (very expensive to print, may not make enough profit), it was suggested to ask the bank to underwrite it, Ken suggested going through the copy service we have for our copier for a good deal, Mary Lou will follow through on this
3)raffles - need a policy about library workers and families
Possibilities: wine, iPad
Sell at the ball games at local fields
The wine basket will sell through ball season, iPad raffle after that. Christi and Ed will talk to wineries and liquor stores. Ed will ask Nancy Hecht about using the bank to sell raffle tickets.
We will sell the wine baskets for $5 for 1, $10 for 3 tickets. The iPad will sell for $10 for 1, $25 for 3. Mary Lou will have the raffle tickets printed up on card stock to look official and decide on a minimum number that must be sold.
Ken will get permission to sell tickets at the soccer games, Christi at the football games. The drawing for the wine baskets will be Friday, Nov. 16.
Nov. 10 we will sell at the bank.
Merle will get cellophane to wrap up the wine (Michaels has rolls).

*Merle made a resolution that library staff and board members and their immediate families cannot participate in the raffles sponsored by the library. Carla seconded. 6 voted for this resolution, 3 opposed. It passed.

Personnel:
Pat Countryman is still on disability for another month.

Finance Committee/Treasurer's Report:
The financial reports for June, July, August, and September were reviewed. The bills were approved and paid for the past months.
*Merle made a motion to pay bills, Christi seconded. Passed.
The credit cards came. There is a form letter the employees must sign. It outlines responsibilities and limitations. Marla Landsman and Leslie are customizing it to our staff and needs.
Patrons can now pay their fines on PayPal. The fee gets deducted from us.
Our current insurance is dropping us due to too many claims; they are also getting out of insuring libraries altogether so we have to look elsewhere. Utica National Dividend is the best buy. It covers directors and officers, adds protection for employee wrongful termination clause, and drops in price if there are no claims in the first 6 months.

Buildings and Grounds:
The dying trees were taken down and trimmed as needed. The stumps will be used as stools. Christi suggested shellacking the stumps to preserve them.
The handicapped accessible door is waiting to be installed as we get estimates to install an electronic opener.

By-Laws:
Merle and Elaine went through the By-Laws thoroughly and made it more specific. It is being typed up now and they will either email them or make copies for our box.

New business:
Nominating committee for officers was mentioned but will be decided on next meeting.
Adjourned session 8:45 p.m.

Summary of Motions:
*Leslie moved that we have Leslie LeFevre-Stratton work with Matt to transfer the Barbarie document. Stew seconded. It passed.
*Minutes from the Sept. 2012 meeting were reviewed and accepted. Stew moved; Merle seconded. Passed.
*Leslie made a motion to pay for Lisa Palmer and Mary Lou to go to the MHLS Annual Meeting, Regents Vision 2020 Creating the Future of Libraries on Oct. 19. Eileen seconded. It passed.
*Merle made a resolution that library staff and board members and their immediate families cannot participate in the raffles sponsored by the library. Carla seconded. 6 voted for this resolution, 3 opposed. It passed.
*Merle made a motion to pay bills, Christi seconded. Passed.

Respectfully submitted,

Susie Haldeman, recording secretary
Next Monthly Meeting: Nov. 5, 2012

 

Board of Trustees Meeting Minutes

Sept. 10, 2012

President Christie Crowley called the meeting to order at 7:10 p.m.

Present:
Carla Amthor, Merle Bercow, Susan Burhans Haldeman, Stewart Crowell, Christi Crowley, Ed Rubinstein, Elaine Schultz, and Leslie Soto (arrived 8:30 after open house)

Absent: Mary Lou Carolan, Eileen Masterson (excused), Al Smiley (suspended)

*Minutes from the Aug. 6, 2012 meeting were reviewed and accepted. Stew moved and Elaine seconded. It passed.

Public Participation:
We added a public participation amendment to the by-laws. As all public boards allow a time for participation by the public, we felt we should have a specific amendment. It is as follows:

It is hereby resolved that meetings of the Wallkill Public Library Board of Trustees are open to the public pursuant to Article 7 of the Public Officers Law of New York State, also known as the Open Meetings Law.
During said meetings, public participation will take place prior to the actual meeting for a total period of fifteen minutes. No individual speaker may hold the floor for more than three minutes. The topics to be addressed by the public must pertain to library business. The Board of Trustees will not necessarily address the issues brought up by the public at that particular meeting.
It is expected that the Board will be addressed with appropriate respect.

*Elaine moved to accept the public participation amendment and Stew seconded. It passed.

President's Report:
A letter of thanks from C. Thorenz to the board (dated 8/16/12) was read. She was appreciative of our support for the library's programs this summer.

Director's Report (see separate report):
Mary Lou was at her daughter's open house so her report was read.

Committees:

Archives:
Matthew Thorenz presented his recommendation regarding the Barbarie Patent. The Barbarie Patent is the 1709 Land Patent by Queen Anne of England to local settlers. It is essentially the Town of Shawangunk's birth certificate. It is the property of WPL. In order to preserve it, it needs proper storage, along with an appropriate container. A quality storage box made for this purpose can be purchased for around $15, but an expert needs to remove and preserve it. Matt recommended Maria Holden, Susan Stessen-Coen, and Leslie LeFevre-Stratton as possible experts to work with. Ed recommended Sally Schultz. The plan is to move the patent to the Town of Shawangunk Town Hall Archives room after is is worked on for proper storage. We asked Matt to put together a proposal including cost projections to take care of this. Matt also hopes to implement a plan for proper use and care of the archives for our library.

Public Relations/Outreach:
The Harvest Faire is going to be Sept. 29. Adrienne Perine presented plans for the fair and what is needed by board members. She and Donna have done a fantastic job organizing the fair. They need board members to be available to run booths and raffles and to help set up and clean up. Park Ave. will be closed as far as the Town Hall. Its bathrooms will be available during the fair and we have access to electrical power through the Town hall. Adrienne also received approval to borrow a portable platform for the day. No permits are needed except for food. The Town Hall was very supportive of our efforts to make this a community event and expressed interest in helping at a greater level next year. 

Everyone needs to be thinking of fund-raising ideas for WPL for 2013. Each board member should come to the next meeting with an idea.

By laws:
 *Each year we must decide on the number of trustees for the following year. Merle moved that we have eleven trustees for the 2013 year. Elaine seconded. It passed. Also, see amendment at beginning of minutes.

Buildings and Grounds:
Corey Kennedy will paint and install the handicapped door.
The dead trees on the lawn must come down as they present a hazard. Three need to come down completely, one needs to be braced, and several need to be trimmed.
*Susie moved that the Building and Grounds Committee make a decision based on three arborists' bids so work can be done by the time of the fair. Merle seconded. It passed.

Finance Committee/Treasurer's Report:
The finance report was available but not presented as treasurer was not present for most of the meeting.

Personnel:
Pat Countryman is still out on short-term disability. Her return is dependent on a doctor's approval and release to work based on her work duties.

Old Business:
*Elaine moved to reconfirm the unanimous email vote to suspend Alfred Smiley for the remainder of his term (11/30/12). Leslie seconded. It passed. We will notify RCLS of the suspension.
We have also decided to send a letter of commendation to RCLS about Mary Lou. Please send comments to Merle as she composes this letter.

To keep the full service of RCLS we had to accept an increase in fees for 2013. Without it there would be no interlibrary loans, along with other services.
*Carla moved that we accept and pay the increase from RCLS. Elaine seconded. It passed.

Stew moved to adjourn. Christi seconded. It passed.

Adjourned session 8:55 p.m.

Summary of Motions:
*Minutes from the Aug. 6, 2012 meeting were reviewed and accepted. Stew moved and Elaine seconded. It passed.
*Elaine moved to accept the public participation amendment and Stew seconded. It passed.
*Each year we must decide on the number of trustees for the following year. Merle moved that we have eleven trustees for the 2013 year. Elaine seconded. It passed. Also, see amendment at the beginning of minutes.
*Susie moved that the Building and Grounds Committee make a decision based on three aborists' bids so work can be done by the time of the fair. Merle seconded. It passed.
*Elaine moved to reconfirm the unanimous email vote to suspend Alfred Smiley for the remainder of his term (11/30/12). Leslie  seconded. It passed. We will notify RCLS of the suspension.
*Carla moved that we accept and pay the increase from RCLS. Elaine seconded. It passed.

Respectfully submitted,
Susie Haldeman, recording secretary
Next Monthly Meeting: Oct. 1, 2012, 7 p.m. 

 

 

Board of Trustees Meeting Minutes

August 6, 2012

 President Christi Crowley called the meeting to order at 7:08 PM.

Present: Merle Bercow, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Ed Rubinstein, Elaine Schultz, Al Smiley and Leslie Soto (arrived: 7:25 P.M.))

Absent: Excused- Carla Amthor, Susan Burhans Haldeman, Eileen Masterson

Public participation: none

Guests: Joe Laiz from NYS Deferred Compensation made presentation regarding Deferred Compensation for library staff and board. Marla Landsman, from library staff, present for above presentation.

Highlights of presentation:

The Deferred Compensation Program was started by NYS in 1985 under IRS section 457B. It allows members to contribute up to $17,000 per year of their salary on which tax is deferred. If you retire or otherwise withdraw from the program before age 59 ½ you will pay taxes. If you retire// withdraw after 59 ½ and only withdraw $20,000 per year in regular monthly payments, then no tax is paid in NYS. There is no minimum number of employees of any agency/employer to join. There are as many as 50 plan choices as to how money is invested. Other information was presented regarding library employees joining the New York State Retirement System. There would be a cost to the library as well as the employee to join depending on how many years the employee has worked for the library and what retirement system tier the employee would be in. In order to join the NYS Retiremnt System the library board of trustees must pass a resolution to join. Further discussion of the presentation to take place at the Personnel Committee meeting.

Mr. Laiz and Marla Landsman left the meeting at 7:55 P.M.

Minutes from the July 2012 meeting were reviewed and accepted.

President’s Report: Christi reminded us that if unable to attend the meeting, she must be notified.

See Old Business for other items.

Director’s Report (see separate report):

Committees:

Finance Committee/Treasurer’s Report:

The monthly financial report was reviewed at meeting. Finance Committee was unable to meet in July or August but will be meeting shortly to discuss next year’s budget. A special board meeting will take place (date to be set) to review and vote on the 2013 budget to be placed before the public for a vote on Tuesday, 9/25/12. Credit card which was previously applied for, has finally been approved by the bank.

Personnel:

Will meet on 8/20/12.

By laws:

Has not met recently but it is understood that there is a need for a thorough review of the by-laws.

Buildings and Grounds:

The returned Handicapped Accessible Door was NOT returned in good condition. It appears to be warped as if it had been stored out of doors for a period of time. Door needs inspection to see if it can be salvaged. Discussion took place regarding whether the job of inspecting the door and if possible installing it needed to be put out for bid. It was suggested that it depends on the cost. A motion was made and carried, for Corey Kennedy a local carpenter, to be hired to install the door.

Public Relations/Outreach:

An information session for prospective trustees has been held. So far the petitions of 3 persons are being circulated. Ed will be picking his up and Al has not decided what he wants to do. Discussion regarding need to encourage public to get out and vote on our budget and be more involved with library issues.

Archives:

See below regarding land grant document.

Friend’s liason: Leslie Soto- See discussion below regarding Harvest Faire.

Old Business:

*The Friends need more vendors for the Harvest Faire which will take place on the library lawn on September 29, 2012. For further information, Donna Richardson should be contacted. Applications distributed.

*Handicapped accessible door has been returned by Mr. Budney.

*Security Fire Drills have not yet been completed.

*John Valk for the Town of Shawangunk has agreed to store the document which is the original land grant for the Town of Shawangunk from Queen Anne of England, dated 1709, in the climate controlled, archive room at the Town Hall. It will be moved as soon as possible. Al expressed concern re security of the document and that the town should state their understanding that the Library retains ownership of the document. Merle agreed to draw up an agreement for the parties to sign.

*Ed to contact Adrienne and Jim Perrine to get information on what might be needed for portable platform for library lawn. Merle will get him Adrienne’s contact information.

New Business:

None .

Upcoming Events:

Annual Budget / Trustees vote – Sept. 25th.

Harvest Faire – Sept. 29th

Adjourned session - 8:50 p.m.

Summary of Motions:

Stewart moved to accept minutes. Seconded by Merle. Motion carried.

Stewart moved to hire Corey Kennedy to put in door. Ed seconded. Motion carried.

Respectfully Submitted,

Merle A. Bercow, corresponding secretary

for Susie Haldeman, recording secretary

Next Monthly Meeting: 9/10/12 7 P.M. due to Labor Day holiday

 

 

Board of Trustees Meeting Minutes
July 9, 2012

 

President Christi Crowley called the meeting to order at 7:07 p.m. Digital recording started.

Present: Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan, Christi Crowley, Eileen Masterson, Ed Rubinstein, Al Smiley and Leslie Soto

Absent: Stewart Crowell, Elaine Schultz, Carla Amthor (excused)

Public participation: none

Minutes from the June 2012 meeting were reviewed and accepted. Merle moved and Leslie seconded. It passed.

President’s Report: There was a large turnout for Summer Reading Program opening. All of the trustees were present and a picture taken. Mary Lou thanked the board for attending. Three of the summer programs already completely filled before the kickoff. Lego Camp was packed at both sessions even with a $120 registration. The Renegades "Geek the Library" game was also a success with WPL raising the most money of the 19 the libraries involved.

Director’s Report: (See separate report for full details)

The principal at Ostrander Elementary has made having a library card an "essential supply" for her students. Newburgh Library has opened a branch at the Newburgh Mall.
Christi suggested we do a Renegades type event every year. Mary Lou said that using a professional organization such as the Renegades is a good way to go as much of the organising is done by them.
Several comments were made about how great the WPL’s weekly blast is. Mary Lou suggested letting Lisa Palmer know our thoughts.
Christi asked if we can put in policies for job expectations. In looking ahead for future hirings, there are qualifications we need. All our staff now are designated ‘clerks,’ which does not require a college degree.
The lawn service comes whenever, no regular day, and didn’t get to the lawn in time for our big opening so Steve Keesler did it for us.
Library will be open July 15 (Sunday) for the Wallkill Reformed Church’s first evening of VBS for parents of the kids at VBS.


Committees:

Finance Committee/Treasurer’s Report: The monthly financial report was not reviewed at meeting so we were unable to vote on bills. We will review both June’s and July’s at our August meeting.
As far as the credit card goes, each time Leslie completes what the bank asks they ask for another item. She is continuing to fulfill these requests with the hope that one day they’ll be satisfied.
Marla, Leslie and Mary Lou are working on a preliminary budget for 2013. It looks like an 8% increase would still not quite cover expenses so it was suggested we charge a nominal fee for all programs, always including scholarships for children who need them. Leslie said that spreading cost over the entire community (by increasing to 9% or so) makes more sense than nickel and diming our patrons. We directed Leslie to look into what actual percentage increase would cover costs for 2013.
A lot of money was saved for this summer’s programs as our children’s programmers are running so many of the classes. Lego Camp was so well attended that we should ask for a cut next time for all the library did to help this happen. Merle suggested using our big events to get parents involved with voting in September.

Personnel: Mary Lou sent an email to the personnel committee with August meeting date suggestions.

By laws: The amendment just has to have a final vote in the fall. Then we will have to decide each year exactly how many trustees we need.

Buildings and Grounds: July 24th we go to court about the handicapped door issue. C. Budney has not responded to any notifications about this, including those from the court.
The state is giving out $14,000,000 in grants to libraries for capital projects. We talked about waiting until we are building so as not to use up our share.
We have been discussing putting a gazebo on the front lawn for performances. Mary Lou suggested we get someone to make a movable platform which we can store between performances. No permit would be needed if it goes up and down for each performance. This also eliminates the possibility of putting a permanent structure in place that might need to be torn down when we build. It looks like a 16 x 8 ft structure makes sense, perhaps about a foot off the ground so it doesn’t need steps. The Harvest Faire is September 29 so we are making that our deadline for completion. We will ask local building companies for donations of supplies and look for volunteers to put it together. Ed will write up a request for this and have Lisa put it in the weekly "Blast" from the library.

Public Relations/Outreach: On Mon. July 16th, from 7-8, we are having an outreach to possible new trustees. Several people said they would bring in refreshments. Christi will email paper to get a note about meeting in it.

Old Business: We will look further into "A Night at the Races" idea. We all need to be thinking about other fundraising ideas. Christi suggested making arm bands as gifts for kids in the program.

New Business: As the Harvest Faire is only just over two months away we all need to be thinking of fundraising idea. Someone suggested a dunking booth.
Al asked to have the light on the flag checked as it keeps going out. It may be a wiring problem. Our handyman Sean will be asked to check into this. The light on the porch also had a bad connection that has been fixed.
Our dumpster needs gravel or cement. We are getting an estimate for using cement.

Adjourned session

8:55 pm Christi moved, Merle seconded. Passed.

Summary of Motions: None due to lack of quorum

Minutes from the June2012 meeting were reviewed and accepted. Merle moved and Leslie seconded. It passed.

Respectfully Submitted,

Susie Haldeman, recording secretary


Next Monthly Meeting: August 6, 2012, 7 p.m.

 

 

Board of Trustees Meeting Minutes

June 4, 2012

 

Vice-President Elaine Schultz called the meeting to order at 7:00 PM. 
 
Present:
Carla Amthor, Merle Bercow, Susan Burhans-Haldeman, Mary Lou Carolan, Stewart
Crowell, Eileen Masterson, Ed Rubinstein, Elaine Schultz, Al Smiley and Leslie Soto 
 
Absent: Christi Crowley (excused)

Public participation:
 
Minutes from the May 7, 2012 meeting were reviewed. Al asked for corrections. See ‘old
business’.
** Minutes were approved with 8 yes, 1 no (Al Smiley). 
 
President’s Report:  no president’s report due to illness 
 
Director’s Report (see separate report):
Mary Lou had a packet of summer events to share with us. She also recommended
checking out the Warwick Library to see what they’ve done with their space. 
Kelly Carron is working on our garden beds.
Mary Lou wants to meet with the personnel committee in July to go over various policies.
We will give her possible times before leaving this meeting.
Mary Lou wants to change the age kids can get their first library card to include all
kindergarteners. 
**Carla made a motion that the new age for first library card be four years old. Al
seconded. It passed.
Susie suggested we put a picture of our library scholarship winner up in the library.
Mary Lou wants to compare our library with similar libraries’ programs, services, usage
numbers etc. to answer the question of whether we are adequately funded for what we
offer. 
Mary Lou is on the agenda at the Town Hall’s Thursday meeting to do a presentation of
the 2011 annual report with an overview of the activities the library offers. She plans to
do one in the fall also. They need to be aware of all the library does. 
 
Our carbon monoxide monitor is giving false readings. Safeco is going to adjust the
alarm in the boiler room and try to figure out why it’s going off when there isn’t any leak.
We updated our phone numbers for everyone’s information. 
 
Committees:
Finance Committee/Treasurer’s Report:
The credit card has been applied for. We are waiting for the next step on their part. 
Bills were approved as paid for the past month. 
**Merle made the motion to approve May’s bills. Stew seconded. It passed The monthly financial report was reviewed at meeting.
**Merle made the motion to approve the financial report. Stew seconded. It passed.
Leslie brought up that we need to decide if we are going to stick to the 2% tax cap for
next year’s budget. If we do we will need to cut programs or dip into the capital fund or
increase fundraising. It was pointed out that sticking to the 2% limit is not as important in
the small budget of a library as it is in the million dollar budgets of schools.
 
Personnel: Will be meeting in July. 
 
By laws: The amendment to the size of our board has been introduced. It should be voted
on by September. 
 
Buildings and Grounds: Chris Budney was sent a letter about the library’s handicapped
door that he has. The letter was sent on May 24, registered, and received May 25th, with
the request that the door be returned or paid for by June 1st. The door cost $1170.00. We
have received no response. To get the door back or paid for we can go to small claims
court. Leslie spoke to the clerk at the Town Hall and got a timeline for doing so. It will
cost $15 to do this. Leslie will meet with the clerk on June 21 to provide the necessary
information. C. Budney will then receive a notice to appear in court on July 28. 
**Leslie made a motion to proceed with legal actions as C. Budney has not responded to
requests for our handicapped door. Merle seconded it. It passed. 
Eileen brought up that the library has been very dark at night, no lights outside at all. The
motion lights do work, but there is no entry light on the porch or light on the flag. Sean is
working on the porch light. 
Al asked about gravel and drainage. It is being addressed. 
 
Public Relations/Outreach: Board members need to help out at the Renegades game (let
Mary Lou know if you can) and at the summer kick-off program June 26 at 5:00. We will
have a Trustee Table at the Kick-off to reach out to possible new board members, inviting
them to the next meeting on July 2. Carla suggested we make announcements at the kick-
off program to encourage parents and others to consider becoming board members. Merle
suggested we take all the activity calendars for the year and make a packet to give to
interested people to show all that goes on. We can also promote the Renegades game at
the kick-off. 
 
Ed has some connections with restaurants which we can tap for raffles, certificates, etc.
 
Old Business:
When reviewing last month’s minutes, Al said that the comment he made saying “we do
nothing to embarrass the security person further” was meant to mean “we shouldn’t do
anything to embarrass the board by considering a lawsuit with the previous contractor”.
Further, Al felt that the President’s report in May’s minutes was inaccurate. Elaine called
for order as the discussion got heated. She summarized why we made our financial
decisions and that it had been decided and is not open for further discussion. 
Stew said for the record that he objects to Al’s behavior, demeanor and his pursuing of
subjects that are past business. He feels that Al is not doing what is best for the library.
Stew and Mary Lou also both mentioned that they have had community members we

have done business with come to them confused when another board member repeated
requests or gave different information. Stew suggested we reiterate our motion of last
month that old business not be revisited when it has been decided and acted on.
Elaine asked Al to write up what he felt was inaccurate in the minutes and present it at
the next board meeting. The board will read it and make a decision at July’s meeting.
**Merle made a motion to end the discussion about the minutes. Eileen seconded it. 8
voted yes, 1 voted no (Al Smiley).
 
New Business:
**Merle made a motion to use a tape recorder for accurate minutes. Leslie seconded. It
passed. Mary Lou will purchase the tape recorder. 
We discussed switching July’s meeting to the second week in July. For now it seems
more can make it on July 2. If we need to change it, we must decide by June 22 for it to
be in the paper. 
Carla shared a fundraising idea called “Night at the Races”. She suggested we do it on a
small scale next May, having a silent auction, races, ticket sales, etc. Elaine suggested a
committee look at details and work with the Friends to come up with a proposal after
doing some research. Carla will attend the Friends meeting on June 21st

 
Adjourned session 8:46 pm (Stew so moved, Eileen seconded). 
 
Summary of Motions: 
** Minutes were approved with 8 yes, 1 no (Al Smiley).
**Carla made a motion that the new age for first library card be four years old. Al
seconded. It passed.
**Merle made the motion to approve May’s bills. Stew seconded. It passed
**Merle made the motion to approve the financial report. Stew seconded. It passed.
**Leslie made a motion to proceed with legal actions as C. Budney has not responded to
requests for our handicapped door. Merle seconded it. It passed. 
**Merle made a motion to end the discussion about the minutes. Eileen seconded it. 8
voted yes, 1 voted no (Al Smiley).
**Merle made a motion to use a tape recorder for accurate minutes. Leslie seconded. It
passed. Mary Lou will purchase the tape recorder. 
 
Respectfully Submitted,
Susie Haldeman recording secretary
Next Monthly Meeting: July 2, 2012 7 p.m. 
 
 
 

 

  Wallkill Public Library
Board of Trustees Meeting
May 7, 2012


Present:
Carla Amthor , Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan (left at 7:50 for class), Christi Crowley, Elaine Schultz, Al Smiley (left without notice at 8:20), Stewart Crowell (arrived 7:42), Ed Rubinstein, Eileen Masterson, and Leslie Soto
Absent none
Public Participation: Kelly Carron


** Minutes from the April 2012 meeting were reviewed and accepted. Leslie moved, Merle seconded. Passed.

President's Report: Christi reviewed 4/18/12 emergency meeting which was held for security matters. See addendum in 4/12 minutes. The new security company came in after the meeting and the building is now secure. We had to spend $1300 for new equipment due to the fact that the existing equipment could not be reset due to programming issues present. Also, we spent $495 to replace the fire pulls upstairs and downstairs as they are missing keys (see Buildings and Ground report). The new boxes are coming soon.

Al asked for clarification of non-responsiveness from old security company. While it has been an ongoing issue, the most recent examples were when it took 48 hours when Christi called to get a response and two weeks when Mary Lou asked for information. For the record, Al suggested we do nothing to embarrass the security person further. Mary Lou asked that for the record, when the board votes unanimously on a decision (in this instance to drop MCB) and asks her to change companies that she should have the full support of the board and that one person should not do differently. Al asked that it be noted that the vote was not unanimous as he did not vote for it.

** Elaine made a motion for the board to direct Al to not ask questions on topics which have been previously discussed, decided, and voted on. Leslie seconded. It passed. However, discussion continued and Elaine called for a point of order.

Director's Report (see separate report):
The summer program will have a big kick-off June 26 and a big finale on Aug. 1. The in-between parts of the program will be run by our two children's program directors. Rocky Raccoon (Rusty, Rascal?) from the Renegades is coming to our kick-off event.

On June 2, two high school students will be doing classes in Anime and cartooning. There is a $50 fee for four sessions. Class is expected to be between 10-15 kids. Wednesdays except for 7/4. 6-7:30 p.m.

Lots of new Friends of the Library (19-20) from the membership drive April 9-14. Carolyn Thorenz is the contact person through the library for quilting of historic quilt. Details are not yet available.

Renegades game - our booth will be on the right as you go in. Tickets are still available. Wear your Geek shirts if you have one. June meeting we'll have details for who needs to do what that night.

Committees:

Finance Committee/Treasurer's Report:

The monthly financial report was reviewed at meeting.
**Al moved to accept, Merle seconded. Passed.
**Last month's bills were reviewed and approved. Al moved, Eileen seconded. Passed. Form 990 is due next week. It was completed and sent to Leslie today by Marla. Leslie will review and send off asap.
Credit card update - the application changed. Leslie will send new one in tomorrow. It may take a few weeks.

Personnel:
Has not met. Will contact by phone and arrange a date.

Buildings and Grounds:
Rich Masterson spoke to Chris Budney on May 3 about the handicapped door. Chris says he will be here this week to install the door. It was suggested we send a certified letter next Monday if he does not show up by Friday.

Leslie has been checking into heating and cooling contracts to check air-conditioners and boilers before the season of use. She spoke with five companies, two have promised information this week. Christi has another option for her which she will pass on. Buildings and Ground Committee recommended that we spend the $495 for two new pull boxes and outdoor light.

**The security company recommended that the library staff practice fire drills. Carla recommended that the library staff practice fire drills before involving patrons in any drills but that patron should be involved as well, especially the children so that they know what do do and where to go. Merle made the motion and Stew seconded it. It passed. Staff is going to be trained on the new security system, but no date has been set as yet. The committee is looking into a gazebo for the front lawn. They are only investigating now. No decisions, no information on zoning, cost, placement.

By laws:
Update on changing the number of trustees has been responded to by Bonacic. It will be presented in committee in June. We need to decide each year how many trustees are needed before the election cycle and pass a resolution for that year. After legislation passes we will update our by-laws.

Public Relations/Outreach:
Trustee application. Templates were used to develop ours. We need to read it and tweak it to make it suit our needs and look for anything left out. Email any suggestions to Ed. Paperwork to be a trustee is due by Sept. 12 with 50 signatures. The local paper should have the resume and statement of concerns and interest of all those running. If we have more candidates than openings, we'll have an open house to meet the candidates.

Old Business:
Spring Spruce Up Day is May 19. Show up at 9 a.m. in old clothes.

New Business:
Memorial Day - Mary Lou has contacted the person in charge to see what is needed. Al needs speakers and chairs. The parade starts at 11.
Merle reminded us to sign the eBooks petition online.

Al left the meeting at 8:20 p.m. before adjournment without notice.

Carla went to a fundraiser with the Junior League of Orange County and got some great ideas for a fundraiser. Next board meeting Carla will present how to do a "Night at the Races" as a fundraiser for our library next year.

Adjourned session: 8:25 p.m.

Summary of Motions:

**Minutes from the April 2012 meeting were reviewed and accepted. Leslie moved, Merle seconded. It passed.
** Elaine made a motion for the board to direct Al to not ask questions which have been previously discussed, decided, and voted on. Leslie seconded. It passed.
** Al moved to accept financial reports, Merle seconded. It passed.
**Last month's bills were reviewed and approved. Al moved, Eileen seconded. It passed.
**The security company recommended that the library staff practice fire drills. Merle made the motion and Stew seconded it. It passed.

Respectfully submitted,
Susie Haldeman, recording secretary

Next monthly meeting: June 4, 2012 7 p.m.

 


 

Wallkill Public Library
Board of Trustees Meeting

April 2, 2012 

Present: Merle Bercow, Susan Burhans Haldeman, Mary Lou Carolan, Stewart Crowell, Christi Crowley, Eileen Masterson, Ed Rubinstein, Elaine Schultz, Al Smiley, Leslie Soto

Absent: Carla Amthor (excused)

 

President Christi Crowley called the meeting to order at 7:05 p.m.

 

Minutes from the March 5, 2012 meeting were reviewed and accepted. Elaine moved, Stewart seconded.

We discussed and acknowledged the amazing performances of Fractured. It raised $1600 in tickets, more than $3,000 in total with registrations, etc.

 

Director's Report (see separate report):

Mary Lou is putting Books Alive! up for recognition (for a children's programming award).

The Summer Reading Program kick-off and finale will be big deals this summer, but the rest of the summer will be programs and workshops using local talent. This will save money and still allow the library to offer a terrific program. Kick-off will be the last Tues. in June (June 26). The finale will be the first Thursday in Aug., with the Arm of the Sea Puppet Theatre (it will be a circus theme this summer).

Summer programming for adults will include authors and possibly chess.

Renegades game night will need trustees to help.

We will no longer be using EBSCO to order magazines. We will now order directly from magazine companies. Writing individual checks to the companies saved us $500.

Shawn from Weber's is our new handyman.

 

Committees:

 

Finance Committee/Treasurer's Report:

The monthly financial report was reviewed at meeting. The bills from last month were paid and approved.

**Merle moved we pay the bills, Elaine seconded it. It passed.

A credit card will be applied for this week. We will be checking to see if proof of a three-year audit is actually necessary.

 

Personnel:

The personnel policies from Michael West have arrived. The personnel committee will be meeting in the next couple of months to go over them. As it appears we need a written policy on using social media, the personnel committee will also meet about this.

 

Buildings and Grounds:

As mentioned in the director's report, Shawn Wager from Weber's has been hired as our new handyman.

The generator was installed. It has once-a-year maintenance and self tests. Finalization is tomorrow. It has two locks. Mary Lou has keys.

The handicapped-accessible door will be picked up from Budneys by Rich Masterson. Once we get the door, we'll find someone who can install it.

Parking areas are in bad shape. Four local paving companies have been contacted. The prices range from $2650 (no curbs) or $3250 (with curbs) to $7000 (no curbs) or $9000 (with curbs). Before any decision is made we will check with S. Keesler (who plows for us) to see if we need a bigger, longer, or wider access for his plow.

The companies we contacted were Wallkill, Dean, Tabasco, and Merrill Paving. Merrill never responded, so we did not get a quote from them. The others were in the above-mentioned range. The best quote was from Wallkill Paving, and we will see if they will include sealing and fixing the hole left from the Town Hall work.

**Susie moved and Stew seconded that if Wallkill Paving's new price including the above-mentioned work came in below $4650 quoted by Dean, we would hire them. It passed.

Security: Four companies were contacted, two came out, one gave us a price over the phone and one did not call back. ADT and Safeco were both recommended by local businesses.

Currently we are paying MCB $22/month. Our current contract with MCB is up in April. ADT installed is $3419.05 and $78/month. Would do new control, new key pads, window locks.

Safeco is $995, then $28/month, with 24-hour coverage. They have been in business since 1976 and are used by the Town Hall.

Buildings and Grounds committee recommends Safeco.

We will look at camera monitoring of the property at another time. We do need to adjust our motion lights. The handyman will do this.

**Eileen moved to accept Safeco., starting May 1. Merle seconded. It passed.

 

Public Relations/Outreach:

This committee will meet to plan the Renegades displays and the rest of the summer activities. We need trustees to help man booths at the game.

Spring Spruce-Up Day will be May 19. Mark your calendars. We will be painting chairs, picnic tables, posts. We will be asking LEOS (Lions High School branch) to help. Also, we will ask local businesses to donate paint, brushes, etc. Once an official request letter is written, Ed will take it to Home Depot.

We will check with nurseries (Corey's) for bulbs or annuals. E-mail Christi if you have any other ideas of what needs to be done on this spruce-up day.

Lions Club will be hosting an Easter Egg hunt on April 7 at 9:30 on the library lawn. April 21 there will be an Earth Day Celebration from 10-4 on the library lawn. For the parade, Skip Chambers was very generous with his tractor and trailer. We will send a thank you from the Board.

Trustee outreach: Public Relations committee will do a needs assessment for our board - what skills could we especially use for our goals, and possibly have an open house during library week, April 8-15th.

 

Old Business:

None

 

Adjourned Session: 8:45 p.m.

 

Summary of Motions:

**Merle moved we pay the bills, Elaine seconded. It passed.

 

**Susie moved and Stew seconded that if Wallkill Paving's new price including the above-mentioned work came in below $4650 quoted by Dean, we would hire them. It passed.

 

**Eileen moved to accept Safeco, starting May 1. Merle seconded. It passed.

 

Respectfully submitted,

Susie Haldeman, recording secretary

Next Monthly Meeting: May 7, 2012, 7 p.m.

 

Addendum 4/18/12

 

Buildings and Grounds met with the executive board to take care of an urgent problem concerning the security of the building. When our new security company came in to install their system and tie it to the old one, we could not use the old system, as all its records and programming were absent. The ELK system (our previous one) had been shut off and all programs and records deleted by MCB Security systems, so the new company, despite working six hours with the ELK system, was unable to activate the new system. This rendered our building unmonitored and unprotected except during the hours when people were actually in the building. The executive committee met and approved funds to buy a new panel and restore security as quickly as possible. We had to approve an additional $1300 to do this. We also approved an additional $200 to pay for two carbon monoxide monitors. We approved the $200 payment in emergency session due to the fact that MCB Security would not release the programming code until payment of $200 was received by owner. This was in spite of the fact that we had just received the invoice that week with no detail as to parts/labor, etc.

 

 

 

 

 

 

 

 

 

Wallkill Public Library
Board of Trustees Meeting
March 5, 2012


Present:
Carla Amthor , Merle Bercow ,Susan Burhans Haldeman, Mary Lou Carolan, Christi Crowley, Elaine Schultz, Al Smiley, Stewart Crowell, Ed Rubinstein, and Leslie Soto
Absent Eileen Masterson  (excused)


President Christi Crowley called the meeting to order at 7:05PM.


Minutes from the January 9. 2012 and February 6, 2012 meetings were reviewed and accepted. (Jan. Stew moved, Elaine seconded, Feb. Leslie moved, Merle seconded, both passed.) 

President's Report: under new business

Director's Report (see separate report for complete information):
Board members are needed to assist with both performances of "Fractured," to stamp hands, usher and sell tickets, etc. Mary Lou suggested a letter of thanks to Adrienne, Jim, and Barbara (song writer and accompanist). Merle will make and frame certificates of appreciation for all three, which will be presented at the end of the second performance, along with a gift certificate to Cafe Mio, towards which the board members agreed to personally donate money.
After Carolyn Evans' performance of Harriet Tubman on Wednesday, March 15, there will be a cast party for the "Fractured" cast with Carolyn.
Renegades night will be a "Geek the Library" theme. Tickets must be purchased by 3/31 to get the special deal. After that, the tickets are open to the public.
There have been many applicants for the handyman job. Mary Lou is considering trying to consolidate gardening with handyman to save money.

  Committees:

Finance Committee/Treasurer's Report:

***The annual financial report was reviewed at meeting. Leslie made a motion to approve the annual report. Merle seconded. It passed.
Monthly financial reports were emailed. There were no questions.
$38,750 was put in a three-month CD for 1/2 the tax levy, which will then be available June 28th for the second half of the year's expenses.
According to by-laws, review of all bills must be approved at board meetings. To get bills paid on time we must pass a resolution that bills will be paid when due and approved by warrant at the following board meeting.
***Leslie moved that all bills will be paid when due then approved by warrant at the next meeting. Elaine seconded. It passed.
Bills for January and February were reviewed and approved.
*** Carla made a motion to approve all bills year-to-date. Ed seconded. It passed.

2011 audit review has been postponed until after tax season for better rates.
Credit card update - Leslie is still working on this. It needs to be resolved before summer expenditures for kids' programs. The Thruway Market is closing, so we can no longer have an account there as before.

 

Personnel:

The committee is still waiting on Michael West's information about Civil Service requirements.  

Buildings and Grounds: 
The order for the generator was placed in January. There is a backlog and we are still waiting. Mary Lou has applied to hurricane relief funds and asked for $6,000 to cover the generator.
The new library door has not yet been installed. Chris Budney is waiting for a warm day to install it.
 

Security:
Next month there will be more to report with an update on keys and lock codes.

 
By laws:
We are waiting for approval from Albany to have a range of 7-11 trustees. It won't happen until after Kirwan's replacement. It could be Skartado or Forman. Call the numbers on their flyers to see what their stance is on libraries. March 20 there will be a special election for Kirwan's replacement.
Several people are going to Library Advocacy Day on March 6.

 

Public Relations/Outreach:
Ed contacted the Times Herald-Record via a letter to get better coverage of library events in a timely fashion. Mary Lou asked us to be sure to coordinate efforts to reach the Times Herald-Record people with library employees who also contact them to avoid redundancy or confusion.
Mary Lou will be doing some survey monkeys periodically to get a feel for people's feelings about various issues. If you have any suggestions about what should be surveyed let her know.
St. Patrick's Day parade: Stew has a hay wagon. Leslie has a pickup which can pull it. They will coordinate on how to get both items to Mary Lou's Sunday of the parade. There will be a Geek the Library banner and a Books Alive banner. Geek coins (read with smarties) and bookmarks which say "books bring good luck" will be passed out along the parade route. Donations of smarties and the wearing of Geek shirts appreciated.

As we must put public documents online the minutes will be sent to Lisa Palmer to post after they have been corrected and approved. (lpalmer@rcls.org)

Old Business:
None

New Business:
Trustee Outreach Initiative: We need to get information out on what being a trustee involves, the rules, qualifications, etc. We need this in the papers, and we need to use events such as Books Alive performances, programs, parades, etc., to recruit. Packing the library for events shows our patrons how we really need more space.
We need to do a needs assessment to see what skills we're lacking in so we know what we should look for when recruiting people to run for trustee positions. The Public Relations committee will work on this.

 

Spring Spruce-Up Day: Mary Lou suggested we have an outdoor event to spruce up the library grounds, doing light maintenance, painting, raking, planting bulbs and impatiens, etc., and involving kids and the community, LEOs (high school's Lions Club community service). May 19th is a possibility. Mary Lou will check out dates.

If anyone thinks of ideas or ways to advertise, send to Christi.

Motion to adjourn: 8:40 pm, Al moved, Carla seconded   . Passed.

Summary of Motions:

***The annual financial report was reviewed at meeting. Leslie made a motion to approve the annual report. Merle seconded. It passed.
***Leslie moved that all bills will be paid when due then approved by warrant at the next meeting. Elaine seconded. It passed.
***Carla made a motion to approve all bills year-to-date. Ed seconded. It passed.
2011 audit review has been postponed until after tax season for better rates.

Respectfully Submitted,
Susie Haldeman recording secretary


Next Monthly Meeting: April 2, 2012  7 pm


 

 

Wallkill Public Library
Board of Trustees Meeting
February 6, 2012


Present:
Carla Amthor, Merle Bercow ,Susan Burhans Haldeman, Mary Lou Carolan, Christi Crowley, Elaine Schultz, Al Smiley and Leslie Soto
Absent: Stewart Crowell, Eileen Masterson, Ed Rubinstein,  (excused)


President Christi Crowley called the meeting to order at 7:08PM.


Minutes from the January 2012 meeting were unable to be reviewed and accepted due to computer issues which Susie had. They will be sent online to everyone before the next meeting, then added to the Board binder after they have been reviewed and accepted.

President’s Report:
-Article about “Libraries: Community Center of Today” will be forwarded to all

Director’s Report (see separate report):
-So that Pat can spend more time in Archives Marla Landsman and Leslie will look at money and see where it can be shifted to cover this
-We are considering asking the Historical Society to help defray the cost
-We need the room available at Town Hall to put archives in, it may be expensive to use it
Historical Society may take this over eventually
-Our goal now is to get it organized
-Pat has an outline of how to approach this (see attachment)
-Library Board members’ oaths of office must now be recorded at the Town Hall so we must keep track of when people do this. As several members have done this already
***Carla proposed that we make the beginning date of current terms the date for when the oath of office was taken for purpose of annual report. All have taken it but dates weren’t recorded before. Leslie seconded it. It passed.

-Town of Shawangunk 2010 census is 14,332 (2000 was 12,022). Leslie will check with census bureau to get an accurate count for the Town of Shawangunk Wallkill School District (which is who we specifically serve), from which we will subtract prison property. If this is not successful, she will contact the school district itself.
-We need a new handyman as Joe is no longer able to do it. Let Christi know via email if you know of someone who might be interested.
-There have been more calls for tutoring space after school. We don’t have the space needed.

Committees:

Our new committees are as follows:

Finance: Leslie Soto, Al Smiley, Ed Rubinstein

Buildings and Grounds: Stewart Crowell, Leslie Soto, Eileen Masterson

Personnel: Carla Amthor, Leslie Soto, Susie Haldeman, Eileen Masterson

Security: Stewart Crowell, Christi Crowley, Mary Lou Carolan

By-Laws: Elaine Schultz, Al Smiley, Merle Bercow

PR and Outreach: Christi Crowley, Ed Rubinstein, Carla Amthor

Nominating Committee: Merle Bercow, Christi Crowley, Susie Haldeman

 Committee Reports:

Finance Committee/Treasurer’s Report:

The monthly financial report was reviewed at meeting.
Leslie will be sending the information online now. Let her know if you cannot read it or print it. Leslie will change the format so it is not in legal form but in letter form for next time.
Money from the town tax levy came Feb. 1
We had two problems with insurance; one was cleared up immediately, the second had to take care of via phone-concerned a check that didn’t clear
We will hold out money to pay for the generator which is on order.
Marla and Leslie started the annual report two weeks ago. It will be ready for Friday.
When they are done with annual report they will figure out the bottom line for 2011. We did lose some money last year. 
New Anser fees may have to paid a year at a time (as opposed to quarterly as it is currently done). This will be checked on to see if we can still pay quarterly.
Mary Lou will go over pay schedule with Leslie.

Personnel:

Michael West will have information on Civil Service available some time this week. Personnel will meet when it’s in.
Last meeting we approved a raise for library staff but didn’t set a time for it to go into effect. ***Carla moved to make the staff’s raise effective as of Jan 1, retroactive pay in a separate check. Merle seconded. It passed.
Next year we will discuss the raise in the November or December meeting before the new year.

Buildings and Grounds:
Generator covered already. We will have Stew’s report next month.

By laws:
We are waiting for March’s vote for spread in amount of trustees. We will revisit it for a quick review then.

 
Public Relations/Outreach:
We will start promoting the Renegades game which is in June. It is a Friends’ project. The money will be for programming.
Books Alive is March 10, 1:00 and 3:00 at the Middle School. Let Adrienne know if you can help before and during the performances. We should use this venue to get information to the public about what the library has to offer.
Merle suggested that when we advertise events in the local paper there should be a note about limited space.
For the parade on March 18 the Friends will organize a showcase for Books Alive. They will pass out bookmarks and “read” coins, along with flyers advertising the Renegades game. They need something to ride on in the parade (truck with trailer or …?). Let Adrienne or library know if you can help. Board member terms: Al is first, Elaine is second, Ed must run again in Sept.  Our list should be updated to accurately reflect who’s term is up when.
“Public documents online”: We may have to put our agendas online before we meet for board meetings. We can post times and dates on our library website. We don’t have all the details of what is required yet. Al is checking with Al Hubsher on the details.

Old Business:
None
New Business:
None

Adjourned session 8:45 pm. Al made motion, Merle 2nd. Passed.

Summary of Motions:

***Carla proposed that we make the beginning date of current terms the date for when the oath of office was taken for purpose of annual report. All have taken it but dates weren’t recorded before. Leslie seconded it. It passed.
***Carla moved to make the staff’s raise effective as of Jan 1, retroactive pay in a separate check. Merle seconded. It passed.

Respectfully Submitted,
Susie Haldeman recording secretary


Next Monthly Meeting: March 5, 2012  7 pm