Board Minutes
Jan 4 2011| Jan 11, 2011 |Feb 2011| March 2011| April 2011 | May 2011| June 2011
July 2011|Aug 2011|Sept 2011|Oct 2011|Nov 2011|Dec 2011| Jan 2012|
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MEETING –BOARD OF TRUSTEES
ORDER OF BUSINESS
Attendees: B. Shepard, M. McPeck, P. Fadness, D.Wood, S. Bacchi, J. Dempsey
- I. CALL TO ORDER 5:30 PM by P. Fadness
Public Comments: Public was able to make comments
- II. Reading of the minutes from previous meeting : S. Bacchi makes a motion to accept the amended minutes, B. Shepard seconds
Financial report: Operating fund: $227,994; Capitol Fund: $151,220.83. Copies to Mark McPeck. D. Wood makes a motion to accept the financial report. S.Bacchi seconds.
- III. Old Business-
Vote wrap up
Other
- IV. New Business:
Purchase options- do we want to pursue or release- Commercial Ave Site and Main Street property purchases. Agreements expire 2/11/11
Building options: the option of rebuilding at our current location, Main Street, Commercial Ave, and possibly looking at other location.
Response to Article
Current Building facts
Mays Contract and payments
Budget time- we will begin to start working on the new Budget
Other: D. Wood makes a motion to set up adhoc committee to have Meetings with the help of Paul Mays, M. McPeck seconds. All in Favor
- the library was closed until 1:00 on New Year’s Eve due to no heat.
V. Adjournment: D. Wood makes a motion to adjourn @6:45, S. Bacchi seconds.
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Minutes
SPECIAL MEETING –BOARD OF TRUSTEES
Attendees: P. Fadness, J. Dempsy, M. McPeck, B. Shepard, S. Bacchi, D. Wood
ORDER OF BUSINESS
I. CALL TO ORDER: 5:32 by Peter Fadness
II. New Business:
New meeting time: the meetings will now start at 6:00 pm
III. Old Business:
Comm Ave: Sue Bacchi makes a motion to release Matt Smith from the purchase agreement that will expire on 2/11/2011 for the Commercial Ave property. Mark McPeck seconds it. All in favor
Sites: we still have the purchase option on Main Street and we will discuss our options at our Feb. meeting.
V. Capital Campaign: The friends group needs to start a capital campaign.
VI. Public Comments
VII. Adjournment: Sue Bacchi makes a motion to adjourn@ 6:24 Mark Mcpeck seconds
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Minutes
MEETING –BOARD OF TRUSTEES
ORDER OF BUSINESS
I. CALL TO ORDER 6:02 PM by P. Fadness
II. Reading of the minutes: Sue Bacchi makes a motion to accept the January Board minutes from the January 4th and January11th meetings , Mark McPeck seconds
Financial report
III. Old Business
Operating budget 2011-12: Sue Bacchi makes a motion to approve the 2011-2012 operating budget, Mark McPeck seconds.
Budget vote: set date (4/27/11); Dana Wood makes a motion to set the Budget vote with appointed workers for April 27, 2011 from 11-8 , Sue Bacchi seconds.
Building options: current location
37 Main St purchase option expires on the 10th of Feb.
Other
IV. New Business:
Meeting with Town
fundraising: Friends group
Bequest of Franklin Desser
Other: E- Book reader Policy: Dana Wood makes a motion to accept the E- Reader policy with amendment, Sue Bacchi seconds.
Annual Report: Sue Bacchi makes a motion to accept the annual report,
Dana Wood seconds.
**The March meeting will be moved from Tues March 1st to Tues. March 8th
At 6:00pm ***
Adjournment by Peter Fadness at 5:58 pm
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Minutes
MEETING –BOARD OF TRUSTEES
Attendees: P. Fadness, S. Bacchi, M. McPeck, J. Dempsey, B. Shepard, D. Wood
ORDER OF BUSINESS
I. CALL TO ORDER 6:03 PM by P. Fadness
II. Minutes from previous meeting A motion was made by S. Bacchi to accept the minutes from the Feb 8th meeting, D. Wood seconds, all in favor
Financial report: Sue B. makes a motion to accept the financial report, B. Shepard seconds, all in favor
III. Old Business-
fundraising: Friends group : a book sale will be held the weekend of April 30th at the firehouse
Building options: current location
Advocacy Day: three member of the Friends group attended
Trustee workshop: Sue and Dana attended
Other
IV. New Business
Community Expo HS April 12: The Library and the Friends group will attend
Break in/Robbery: On 2/22 the library was broken into and an undisclosed amount of money was stolen.
An alarm system will be installed next week and the locks will be changed
Other: Public Comments/ Questions
V. Adjournment: Sue B. makes a motion to adjourn @6:34, Mark McPeck Seconds, all in favor.
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Minutes
MEETING –BOARD OF TRUSTEES
Present: J. Dempsey., P. Fadness, S. Bacchi, M. McPeck, D. Wood
Absent: B. Shepard
ORDER OF BUSINESS
I. CALL TO ORDER 6:05 PM by P. Fadness
II. Reading of the minutes from previous meeting S. Bacchi makes a motion to accept the minutes from the March 8th meeting, M. McPeck seconds
Financial report:
III. Old Business-
Building options: current location
a.Hire Paul to see what can be done: D. Wood makes a motion to hire Paul to make some preliminary sketches for a new library at our current location. S. Bacchi seconds: all in favor.
b. New survey: A new survey will be needed and Julie will ask Paul what a reasonable price for one would be
c. Geotechnical
Community Expo HS April 12- volunteers: The friends and the library will have a table.
Tax cap
Other: The annual meeting will be on April 26th
The library budget vote is on April 27th from 11-8
The friends book sale will be on April 30th and May 1st set up is Friday April 29th @ 5:00 , volunteers are needed
IV. New Business:
Other :public comments and questions
V. Adjournment : S.Bacchi makes a motion to adjourn the meeting at 6:37 M. McPeck seconds. All in favor
Minutes
MEETING –BOARD OF TRUSTEEs
Present: Barbara Shepard, Julie Dempsey, Sue Bacchi, Mark McPeck, Dana Wood, Peter Fadness
ORDER OF BUSINESS
CALL TO ORDER 6:01 PM by P. Fadness
Reading of the minutes from previous meeting: Sue B. makes a motion to accept the minutes of the April meeting, Mark Mc seconds, all in favor
Financial report
Old Business-
Building options: current location
Review sketches discuss Barb S. makes a motion to get a cost from Paul on the “B” Sketches of a proposed new library. Dana W. second all in favor.
New survey: Dana W. makes a motion to call Brookes and Brookes to get a price for a new survey and hire them if the price is between $2500-4000. Mark Mc seconds all in favor.
Geotechnical
Community Expo HS April 12- thoughts
Other
New Business
- Board fundraising Webinar
- West Park Winery Donation to Capital Fund A $1000. Donation was made
- Donation Button on Website
- Other
V. Adjournment: Sue B. makes a motion to adjourn @ 7:20 pm Mark Mc seconds all in favor
MEETING –BOARD OF TRUSTEES
June 7, 2011
ORDER OF BUSINESS
CALL TO ORDER 6:00 PM by P. Fadness
Reading of the minutes from previous meeting: Sue Bacchi makes a motion to accept the minutes from the May 3rd meeting, Mark McPeck seconds, all in favor
Financial report : Dana Wood makes a motion to accept the financial report, Sue Bacchi seconds, all in favor
I. Old Business-
Building options: current location
Review sketches discuss
New survey—status : new survey should be completed by the July Meeting
Geotechnical (tabled): until survey is complete
4. Board fundraising Webinar
Other: Barbara Sheppard signed the Oath of Office and it will be registered at the county clerk’s office
II. New Business:
Town Meeting June 15 7:00, RSVP if you can attend
Capital Campaign Committee-A committee will be formed consisting of 6-7 members including: Board Members
(Pete and Dana), Friends of the Highland Library (Angela)Members and approximately 4 other. A list of other possible committee members will be made and discussed at the next meeting.
MHLS Trustee position
Healthy Ulster Certificate: the library received a Certificate from Ulster County for participating in the Healthy Ulster County program
Other:
III. Public Comment:
IV. Adjournment : Sue Bacchi makes a motion
to adjourn @ 6:33pm Mark McPeck seconds, all in favor
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MEETING –BOARD OF TRUSTEES
ORDER OF BUSINESS
I. CALL TO ORDER 6:02 PM by P. Fadness
II. Reading of the minutes from previous meeting: B. Shepard makes a motion to accept the June minutes, S. Bacchi seconds, all in favor
Financial report: D. Wood makes a motion to accept the May financial report, M. McPeck seconds, all in favor
III. Old Business-
Building options: current location
a. New survey–
b. Geotechnical: approximate cost will be $4500 but at this time we will not be moving forward with it.
c. Town Meeting June 15: details are on the town website
d. Capital Campaign Committee- parameters
e. Other : an appointment will be made to look at the building at 6 Commercial Ave
IV. New Business:
a. Board reorganization: tabled until August meeting
b. Survey
c. Trustee Essentials workshop-B Shepard attended
Other: public comments
V. Adjournment : S. Bacchi makes a motion to adjourn at 7:10, M. McPeck second, all in favor
MEETING –BOARD OF TRUSTEES
Attendees: P. Fadness, S. Bacchi, B. Shepard, M. McPeck, J. Dempsey, J. Graybeal, D. Wood
ORDER OF BUSINESS
I. CALL TO ORDER 6:00 PM by Pete Fadness
II. Reading of the minutes from previous meeting: Sue Bacchi makes a motion to accept the July 5th minutes, Dana Wood seconds
Financial report
III. Old Business-
Building options:
Vadala’s: Motion made by S. Bacchi, 2nd D. Wood to not pursue Vadala’s as an option for new location. vote unanimous
Dana Wood makes a motion to move forward with geotechnical survey on current site, Sue Bacchi seconds, all in favor.
Capital Campaign Committee- parameters
Board reorganization: Sue Bacchi makes a motion to accept the resignation of Peter Fadness, Mark McPeck seconds, unanimous
Motion made by M. McPeck, 2nd B. Shepard to move the following:
President: Sue Bacchi
First Vice President: Dana Wood
Second Vice President: Barbara Shepard
Financial Officer: Mark McPeck
Secretary: Jean Graybeal (see below)
unanimous
IV. New Business:
Sue Bacchi makes a motion to appoint Jean Graybeal to the empty board seat, Mark McPeck seconds, all in favor
V. Other: Hudsonfest will be on October 9th the library will have a table again and give out balloons.
Adjournment: Pete Fadness calls meeting adjourned @ 7:10
MEETING –BOARD OF TRUSTEES
Attendees: S. Bacchi, B. Shepard, M. McPeck, J. Dempsey, J. Graybeal, D. Wood
ORDER OF BUSINESS
I. Call to order 6:00 PM by Sue Bacchi
II. Reading of the minutes from previous meeting: Dana Wood moves to accept the August 2, 2011, minutes, Barbara Shepard seconds. All in favor.
Financial report: Jean Graybeal moves to accept, Dana Wood seconds. All in favor.
III. Old Business-
A. Geotechnical: The survey was done; no results yet.
B. Banking: All trustees must sign signature cards for Sawyer’s account. Operating fund is kept there; other amounts at M & T and Citizens’.
C. Hudsonfest will take place 10/9. Library bags and balloons will be distributed. The Wood family will set up and take down and provide tank for balloons. Mark McPeck may have a 10×10 tent. Woods have a 6 foot table.
IV. New Business:
A. Paychex: Library proposes to use Paychex, a computerized service, to do biweekly payroll at cost of $62. per pay period. Mark McPeck moves, Dana Woods seconds. All in favor.
B. Accountant: Sue Bacchi and Julie Dempsey have met with accountant. Now accountant will only need to come to library once a month to do other, non-payroll tasks
C. Bylaws change: The charter allows a bylaws change to enlarge the number of trustees. The proposed change needs to be read twice, at consecutive board meetings, and then must be voted upon by the current board. Attorney Bob Schofield has drafted proposed changes to bylaws, and these will be emailed to board members.
V. Adjournment: Sue Bacchi calls meeting adjourned @ 6:40 p.m.
MEETING –BOARD OF TRUSTEES
Attendees: S. Bacchi, B. Shepard, J. Dempsey, D. Wood
ORDER OF BUSINESS
I. CALL TO ORDER 6:00 PM By Sue Bacchi
II. Reading of the minutes from previous meeting
D. Wood makes a motion to accept the Sept.6th minutes with as amended (no “s” in Wood and under new business: Accountant: Sue and Julie have met an accountant who was priced too high. Current accountant will only need to come to library once a month to do other, non-payroll tasks.), B. Shepard seconds.
Financial report: D. Wood makes a motion to accept the August financial report, B. Shepard seconds
III. Old Business-
A. Geotechnical:
Results: rock removal will be needed approx. 660 cubic feet of mass rock removal and 50 cubic feet of trent rock removal. No blasting will be needed. Approx cost added to project $45,000-$50,000 much less than the cost of any property in the Hamlet.
B. Bylaws change :tabled until November meeting
C. Hudson Fest Sun 10/9/11 (10-5): Our table will have balloons and pins and other trinkets from summer reading program.
D. Other
IV. New Business:
A. Book donation: A letter needs to be written to Phylis Freeman and David Krikun for the donation of the first edition books for the fall book sale.
B. Big Read Events: Many events are planned including a Lloyd History Ghost walk on Oct 14th at 5:30 at the rail trail and a production of “Our Town” at the Highland High School
C. Other
V. Adjournment: Sue B. makes a motion to adjourn @ 7:03pm all in favor
MEETING –BOARD OF TRUSTEES
Attendees: S. Bacchi, B. Shepard, J. Graybeal, D. Wood, J. Dempsey
ORDER OF BUSINESS
I. CALL TO ORDER 6:12 PM by Sue Bacchi
II. Reading of the minutes from October 4, 2011. Dana Wood moves to accept the October 4 minutes with this amendment: “trent rock” should read “trench rock” Barbara Shepard seconds. All in favor.
Financial report: Dana Wood moves to accept, Barbara Shepard seconds. All in favor.
III. Old Business-
A. Geotechnical: Result of survey was discussed.
B. Bylaws change: Julie read aloud the proposed by-laws changes, which will increase the number of library trustees from five to seven..
C. Hudsonfest 10/9 report. Julie reported that many people attended, but it seemed that most were non-locals. Julie is not sure whether spending the day at the library table is worth the effort, since not many local people seemed to come by.
IV. New Business:
A. Book donation: Dave Krikun and Phyllis Freeman have donated a set of books for sale, and a thank-you letter will be sent by the Board.
B. Big Read events. The “Ghost Walk” was a great event; the children who participated were impressive. It was run by Christa Petrasoff. The performance of “Our Town” will be at the high school Nov. 4 and 5.
C. Construction Planning: Paul Mays, the architect, has submitted a proposal to revise the design to meet our new budget target. A date was discussed for another bond vote. Possibilities: April 25, June 6, or early September. June 6 was chosen. Jean Graybeal moved to approve the proposal, Dana Wood seconded. Approved.
D. A Boy Scout has proposed an Eagle Scout project: constructing a built-in set of cabinets behind the circulation desk. Great idea, very helpful, but what if the building is to be torn down. Is it the kind of thing that could be used in a new building? Julie will discuss with the Scout.
E. Sue Bacchi asked about databases, and we learned that some of them cannot be remotely accessed, and must be used in the library which has purchased them.
F. Oil supplier. Julie Dempsey reported that due to costs, the library has chosen to buy oil from Porco, which has a current price of $3.69, with a high limit of $3.79. This is in contrast to the old supplier, G and S, which asked $4.04/gallon. Erichsen’s was also called but did not return the call.
V. ADJOURNMENT: Barbara Shepard moved we adjourn; Dana Wood seconded. Sue Bacchi called the meeting adjourned at 7:32 p.m.
MEETING –BOARD OF TRUSTEES
Attendees: S. Bacchi, J. Dempsey, J. Graybeal, M. McPeck, B. Shepard, D. Wood
ORDER OF BUSINESS
- CALL TO ORDER 6:17 PM by Sue Bacchi
- Reading of the minutes from November 1, 2011. Dana Wood moves to approve the minutes. Mark McPeck seconds. All in favor.
Financial report: Dana Wood moves to accept, Mark McPeck seconds. All in favor.
- Old Business-
- Paul is working on a new report regarding a building for the current site, to meet the new spending guidelines.
- Open House: The Library Friends are planning a library open house on Saturday, January 28, 2012. Best hours are probably 1 to 4. Cookies and cider for refreshments. A trivia contest fundraiser may follow. Personal invitations will go to all elected leaders.
- Capital Campaign discussion: There is much to do re fundraising. A special committee should be recruited, to plan a yearly schedule, run an annual appeal, and seek larger donations through personal contacts.
- New Business:
- Legal Issues Workshop: Several trustees attended, as well as Julie. There was lots of good information. The Freedom of Information Law applies to emails sent among trustees. http://www.highlandlibrary.org/wp-content/uploads/2012/02/boardagenda0272012.pdfLibrary business should not be discussed outside of announced meetings.
- Nook Tablet and Kindle Fire — gifts from Friends: The Friends have donated these items to the library (cost $249 and $199). The Nooks can circulate, but the Kindle not yet; it needs security settings.
- ESebco books are available on the website, readable on computer from home. Remote access, multiple readers.
V. ADJOURNMENT. Dana Wood moved we adjourn, Barbara Shepard seconded. Sue Bacchi called the meeting adjourned at 7:25 p.m
MEETING –BOARD OF TRUSTEES
Attendees: S. Bacchi, J. Dempsey, J. Graybeal, M. McPeck, B. Shepard, D. Wood
ORDER OF BUSINESS
I. CALL TO ORDER 6:03 PM by Sue Bacchi
II. Reading of the minutes from December 6, 2011. Corrections: The Library Board of Trustees will co-sponsor the Open House with the Friends of the Library. The date will be 1/21, not 1/28, hours 1 – 4, not 10 – 4. Dana Wood moves to approve the minutes. Mark McPeck seconds. All in favor. Additional correction to November minutes: A vote was held on the proposed change of the number of Board members, from five to seven. Passed unanimously.
Financial report: Delayed until next meeting
III. Old Business-
A. Paul Mays will meet with the Board on January 13 at 3:30 p.m. to propose new building plans.
B. Open House: The Open House will be on Jan. 21 from 1 to 4. Board members should try to be present. Name tags will be provided. Dana Wood will ask Laura Finch about the publicity. Flyers to go home with students need to be approved by the school superintendent. They should go to homes on Tues., 1/17. “Your new library in an old building” was proposed as a theme. Jean will call Jane Gregory about story-telling. Dana will take charge of refreshments – cookies and cider?
C. Referendum date. Rebekah Smith Aldrich (MHLS) has suggested postponing for a year. The capital campaign will require time. All agreed to postpone to a future date.
D. Capital Campaign: See below under New Business.
IV. New Business:
A. Rebekah will present a capital campaign and referendum workshop at the Feb. 7 BOT meeting.
B. Budget prep: Mark and Sue will help Julie work on the budget.
C. Julie thanked Barbara, Sue, and Jean for year-end gifts to the capital campaign and the library, and the Board for their service during the whole year. The Board also thanked Julie for her wonderful work as Library Director.
D. The population of the Highland School District increased from 11,701 to 12.514, according to the 2010 census.
V. ADJOURNMENT. Barbara Shepard moved we adjourn, Jean Graybeal seconded. Sue Bacchi called the meeting adjourned at 6:52 p.m.
Respectfully submitted, Jean Graybeal, Secretary